Office of Procedures, Records, and Forms
Just another WordPress site

January 06,2014
http://prf.wsu.edu/wordpress

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Cover Letter

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55.00_Contents.htm

Posted in:PAYROLL

version 0 ([revision_count] revisions)

Posted on January 06,2014 by jeremy.bass

SECTION TITLE		NUMBER	PAGES	ISSUE DATE
Internal Control--Payroll		55.03	1-2	02-11
Payroll Documents Schedule		55.04	1-3	02-11
Correcting a Social Security Number		55.05	1	02-11
Withholding Federal Income Tax (W-4 Form)		55.10	1	05-13
Departmental Payroll Processing		55.22	1-13	02-12
Positive Pay Report		55.26	1	02-11
	Form: Request for Positive Pay Report	55.26	2	02-11
Payment Upon Separation of Employment		55.49	1-8	11-11
Direct Pay Deposit		55.50	1-2	06-03
Cash Awards to WSU Employees		55.56	1-2	08-13
Relocation Compensation		55.62	1-2	03-03
	Form: Relocation Compensation Request	55.62	3	09-06
Cellular Telephone Allowance Payments		55.70	1-4	12-11
The page numbers listed for each section refer to the PDF version of the manual. The issue date refers to the latest revision date for the section.

50.00_Contents.htm

Posted in:SAFETY AND SECURITY

version 0 ([revision_count] revisions)

Posted on January 06,2014 by jeremy.bass

SECTION TITLE		NUMBER	PAGES	ISSUE DATE
Equipment Damage or Loss		50.07	1	02-11
Bonding WSU Employees for Honesty		50.08	1	11-03
Certificate of Insurance		50.11	1-2	11-06
	Form: Request for Certificate of Insurance	50.11	3	11-06
Steam Tunnel Access		50.17	1-5	10-12
	Form: Tunnel Entry Hazard Acknowledgment	50.17	6-7	10-12
Access to University Facilities		50.20	1-4	08-09
Solicitation		50.21	1	06-04
Building Hours		50.23	1	07-99
After-Hours Use of University Buildings		50.24	1	07-99
Keys to University Rooms and Buildings		50.25	1-12	02-11
	Form: Key Assignment Record	50.25	13	08-08
	Form: Key Roster	50.25	14	05-95
Workplace Violence and Bullying		50.30	1-4	12-13
	Guidelines: Emergency Action Plan--Hostile Intruder Response	50.30	5-7	07-01
	Form: Workplace Violence Incident Report	50.30	8	02-08
Emergency Planning and Preparedness		50.39	1-8	01-11
Suspended Operations		50.40	1-3	10-09
Lost and Found		50.48	1-6	11-12
The page numbers listed for each section refer to the PDF version of the manual. The issue date refers to the latest revision date for the section.

45.00_Contents.htm

Posted in:RESEARCH

version 0 ([revision_count] revisions)

Posted on January 06,2014 by jeremy.bass

SECTION TITLE		NUMBER	PAGES	ISSUE DATE
Anti-Kickback		45.20	1-2	09-10
Managing Research Records		45.35	1-4	03-11
Research Involving Human Subjects		45.50	1-3	11-10
Pesticide Policy Overview		45.65	1-6	04-12
Approval to Make Pesticide Recommendations		45.67	1-5	04-12
Use of Registered Pesticides		45.69	1-9	04-12
Experimental Use of Pesticides		45.70	1-7	04-12
Controlled Substances		45.75	1-12	12-13
	Form: Authorized User Questionnaire	45.75	13	12-13
	Form: Controlled Substance Inventory Record	45.75	14	12-13
The page numbers listed for each section refer to the PDF version of the manual. The issue date refers to the latest revision date for the section.

30.00_Contents.htm

Posted in:FINANCE

version 0 ([revision_count] revisions)

Posted on January 06,2014 by jeremy.bass

SECTION TITLE		NUMBER	PAGES	ISSUE DATE
Accounting for WSU Monies		30.02	1	12-87
Establishing, Naming, and Terminating WSU Accounts		30.05	1-6	12-09
Tracking Departmental Expenditures		30.06	1-3	09-03
Account Balances/Detail		30.07	1-15	09-07
Internal Audits		30.12	1-5	10-04
External Auditors		30.14	1-4	08-02
Service Centers		30.15	1-15	08-07
	Form: Service Center Application	30.15	16	08-09
	Form: Service Center Questionnaire	30.15	17-18	08-07
	Form: Service Center Calculation Worksheet	30.15	19-21	03-08
Administrative Service Charge		30.16	1	02-08
Overdrafts		30.21	1-5	07-10
Expenditure Transfers Between Funding Sources		30.25	1-8	03-11
	Form: Expenditure Transfer Request	30.25	9	12-06
Nonservice Pay Authorization		30.30	1-5	12-07
	Form: Nonservice Pay Authorization	30.30	6	12-07
State of Washington Invoice Voucher		30.45	1	07-07
	Form: State of Washington Invoice Voucher	30.45	2	07-07
Petty Cash Funds		30.50	1-6	04-05
Till Cash Funds		30.51	1-2	04-05
WSU Receipts		30.52	1-8	02-12
	Form: WSU Receipt Authorization	30.52	9	05-09
	Form: WSU Receipt Request	30.52	10	09-10
	Form: WSU Receipt Inventory Control Sheet	30.52	11	06-08
Cash Handling		30.53	1-6	05-11
	Form: Cash Deposit Report (half-page)	30.53	7	08-03
	Form: Cash Deposit Report (full-page)	30.53	8	08-03
	Appendix: Cash Overages and Shortages	30.53	9-15	05-11
Revenue Sources and Subsources		30.54	1	12-06
Refunds		30.55	1-6	07-11
	Form: Credit Card Refund Voucher	30.55	7	10-99
Accounts Receivable		30.56	1-6	09-13
Billing Receivables System (BRS)		30.57	1-4	02-09
Returned Checks--Prevention and Processing		30.58	1-2	10-04
Cash Registers		30.59	1-4	08-01
	Form: Daily Reconciliation Sheet	30.59	5	08-01
Bankruptcy		30.60	1	04-11
Payment Card Data Security Compliance		30.61	1-3	02-08
Identity Theft Prevention Program		30.64	1-5	12-09
	Appendix: Red Flag Indicators	30.64	6-7	12-09
Commercial Bank Accounts		30.65	1-3	06-09
	Form: Bank Account Request	30.65	4	06-09
Gift Transmittal		30.70	1-9	05-10
	Form: Gift Transmittal and Acknowledgment	30.70	10	06-13
	Form: Noncash Gift Transmittal and Acknowledgment	30.70	11	06-13
	Form: Golf Tournament Gift Transmittal	30.70	12	09-07
	Form: Auction Bid Gift Transmittal	30.70	13	09-07
	Form: Auction Item Gift Transmittal	30.70	14	09-07
	Form: Noncash Multiple Gift Transmittal	30.70	15	09-07
	Form: Gift Payroll Deduction	30.70	16	06-12
	Form: Gift Electronic Funds Transfer Authorization	30.70	17	09-07
	Form: Courier Service Inserts	30.70	18	09-07
	Form: Gift Accounting Log Sheet	30.70	19	07-13
	Form: Drop-Off Receipts	30.70	20	05-10
Gifts In Place		30.72	1-2	12-13
	Form: Gift In Place Review Sheet	30.72	3-4	12-13
Gift Accounts		30.75	1-3	11-03
Establishing a Quasi Endowment		30.78	1-3	11-08
Departmental Scholarships		30.90	1-3	08-94
	Form: Departmental Scholarship Authorization	30.90	4	09-06
Special Course Fees		30.95	1-5	04-06
	Form: Special Course Fee Request	30.95	6	04-06
Special Course Fees for Computer Laboratories		30.96	1	10-04
Direct Deposit of Excess Financial Aid Funds		30.98	1	05-09
The page numbers listed for each section refer to the PDF version of the manual. The issue date refers to the latest revision date for the section.

10.00_Contents.htm

Posted in:ORGANIZATION

version 0 ([revision_count] revisions)

Posted on January 06,2014 by jeremy.bass

SECTION TITLE		NUMBER	PAGES	ISSUE DATE
WSU Organization		10.01	1	04-01
Internal Control		10.04	1-2	09-97
Organizational Directory		10.05	1-5	11-10
	Form: Add or Change WSUORG Information	10.05	6	06-12
Employee Directories		10.07	1-5	10-11
CougarCard		10.08	1-3	12-09
Delegation of Contractual Authority		10.10	1-2	03-10
Processing University Contracts		10.11	1-6	05-03
	Form: Contract Review Sheet	10.11	7	12-08
	Form: Agreement Template (PDF version)	10.11	8-11	04-07
	Form: Agreement Template (HTML version)	10.11	8-11	04-07
Services of an Attorney		10.14	1	07-99
Lawsuits Against WSU Personnel		10.15	1-3	07-99
Improper Governmental Actions (Whistleblower Act)		10.20	1-7	02-09
Summary of Ethics Laws and Policies		10.21	1-4	04-01
Possible Ethics Violations		10.22	1	07-00
Promotions and Sponsorships		10.23	1-3	11-06
Charities		10.24	1-3	11-06
Reporting State Lobbying Activity		10.25	1-4	11-12
Reporting Federal Lobbying Activity		10.26	1-4	12-13
Internal Rule-Making Procedures		10.35	1-3	07-04
International Agreements and Memorandums of Understanding		10.42	1-7	01-10
Faculty-Led Study Abroad Programs		10.43	1-2	11-06
The page numbers listed for each section refer to the PDF version of the manual. The issue date refers to the latest revision date for the section.

60.04_Employment_Eligibility_Verification–USCIS_Form_I-9.htm

Posted in:PERSONNEL

version 0 ([revision_count] revisions)

Posted on January 06,2014 by jeremy.bass

EMPLOYMENT POLICY

WSU employs only U.S. citizens and aliens who are authorized to work in the U.S. in compliance with the Immigration Reform and Control Act of 1986.

New Employees

All new employees including U.S. citizens must present an original document or documents that establish identity and employment authorization within three business days of the date employment begins (also referred to as the hire date).

Questions

For questions, contact Human Resource Services (HRS); telephone 335-4521.

Responsibilities

Only a designated WSU employee may complete the U.S. Citizenship and Immigration Services (USCIS) Employment Eligibility Verification (Form I-9) by examining and verifying the documents presented by a new employee. Designated employees include employing officials and their designees. See 60.10 for definition of employing official. EXCEPTION: See below regarding completion of Form I-9s for remote hires.

Employing officials must be prudent in designating WSU personnel who are authorized to complete the Form I-9, since employees who examine the identifying documents are certifying under penalty of perjury that the documents appear to be genuine. Civil and criminal penalties apply for violation of these requirements.

Departmental employees responsible for completing Form I-9 must review the Handbook for Employers found at the USCIS website at:

http://www.uscis.gov/

Select For Employers, then
Select Form I-9, then
Select M-274, Handbook for Employers.

This publication is also available in the Reference Section at the Lookout Services website. Lookout Services is the electronic Form I-9 verification service. (See below.)

NOTIFYING APPLICANTS

WSU notifies applicants about the University's employment policy and intent to comply with the law. (See below.)

Recruitment materials may include the following:

"WSU employs only U.S. citizens and lawfully authorized non-U.S. citizens. All new employees must show employment eligibility verification as required by U.S. Citizenship and Immigration Services."

The application forms for administrative professional, civil service, collective bargaining unit, and temporary employment positions indicate WSU's compliance and include the above statement.

Letters from departments to prospective faculty employees acknowledging receipt of applications include the above statement.

DOCUMENTING VERIFICATION

Employing departments document verification of eligibility on USCIS Employment Eligibility Verifications (Form I-9).

New Employees

All new employees including U.S. citizens must present an original document or documents that establish identity and employment authorization within three business days of the date employment begins (also referred to as the hire date).

See below for employee and employer procedures for verifying employment eligibility and completing the Form I-9.

Long-Term Employees

Employees who were employed by WSU on or before November 6, 1986, and are still employed without a break in service do not have to establish their eligibility for U.S. employment as required in this section.

More Than One Appointment

If the employee has more than one WSU appointment, only one Employment Eligibility Verification (Form I-9) is to be filed at HRS.

WSU Employee Defined

This section applies to those employees receiving pay, including:

Faculty, including paid adjunct faculty;

Administrative professionals (APs);

Civil service employees;

Employees covered by collective bargaining unit agreements;

Graduate assistants;

Undergraduate assistants; and

Temporary employees.

Exceptions

This procedure does not apply to nonpaid adjunct appointments (also referred to as courtesy appointments) and nonservice pay.

If the duties are performed in a foreign country, employees do not have to establish their eligibility for U.S. employment as required in this section.

USING THE ONLINE VERSION I-9 FORM

Departments may access the online Employment Eligibility Verification (Form I-9) from the HRS website at:

http://hrs.wsu.edu/

Select Manager's Toolkit, then
Select Access to HR Systems, then
Under Electronic I-9 System (Lookout Services), select Log-in.

NOTE: The department employee logs into Lookout Services by using her or his Network ID. However, the Lookout Services system does not use the Network ID password. The employee must establish a unique password with Lookout Services to access to the online I-9 system. Contact HRS to receive access to Lookout Services.

Employee Verification

No later than the first day of employment, the newly-hired employee must fully complete, date, and electronically authorize Section 1 (Employee Information and Verification) of the Form I-9. (See the example in the PDF version of page 60.04.3.) The employee may complete Section 1 prior to his or her first day of work.

The department may not require an employee to provide his or her social security number (SSN) for the purposes of completing Section 1. If the applicant does not provide an SSN, departmental personnel enter Pending when prompted on the online form.

Employer Verification

A designated WSU employee must fully complete, date, and electronically authorize Section 2 (Employer Review and Verification) of the new employee's Form I-9 within three business days of hire. (See the example in the PDF version of page 60.04.4.) Designated employees include employing officials and their designees. See 60.10 for definition of employing official.

The employee presents to the employer documents of her or his choice from the lists included with the online Employment Eligibility Verification (Form I-9). (Presented documents are to be originals. Photocopies or fax copies are not acceptable.)

The designated WSU employee examines and verifies the originals of documents presented by the new employee. NOTE: The designated departmental employee must view and verify the required employee documents. However, the department does not submit employee documents to HRS or retain copies.

If the new employee is unable to produce original documents or receipts for documents within three business days of hiring, the employment must be terminated. Contact HRS for assistance.

Rehire

Employees who have never had an Employment Eligibility Verification (Form I-9) on file and separate from the University must complete the Form I-9 upon reemployment.

If an employee is reappointed who previously completed the Form I-9, departmental personnel may update and/or reverify the employee's original Form I-9 by completing Section 3 (and Sections 1 and 2 need not be completed) if:

The employee's original I-9 was completed in the online Lookout Services system; and

The employee is reappointed within three years of the initial date of hire; and

The employee is still eligible to work on the same basis; e.g., citizenship, residency, or work authorization; as when the original Form I-9 was completed.

When rehiring an employee, the department has the option of completing Sections 1 and 2 of a new Form I-9 instead of completing Section 3. (See the example in the PDF version of page 60.04.5.) NOTE: If the rehired employee's original Form I-9 was completed on a paper form, the department must complete Sections 1 and 2 of a new Form I-9 in the online Lookout Services system.

Form Version Change

Employees must also complete a new Form I-9 if the previous form version has since been replaced by a newer version. The version date is located on the lower righthand corner of the Form I-9.

Grant of Work Authorization Reverification

If the grant of work authorization used to complete the original Form I-9 is about to expire and the employee has received a new grant of work authorization, department personnel must reverify on Form I-9 to employ the person. Reverification must occur no later than the date that the employment authorization (or evidence thereof) expires.

Department personnel must:

Record the title, number, and expiration date (if any) of any new documents presented in Section 3;

Verify the documents that establish current employment eligibility;

Complete Section 3; and

Forward a copy of the documents used for reverification to HRS.

NOTE: If the original I-9 was completed on a paper form and the employee did not separate from University employment, the department must submit a paper Form I-9 with appropriate attachments for reverification to HRS.

Form Version Change

Employees must complete a new Form I-9 if the previous form version has since been replaced by a newer version. The version date is located on the lower righthand corner of the Form I-9.

MONITORING

Although HRS monitors the work authorization expiration dates for non-U.S. citizens, departmental personnel are also responsible for monitoring the expiration dates.

In order to ensure uninterrupted employment, the department should start the process for extending an employee's employment eligibility at least two months before the work authorization expiration date.

The Lookout Services online I-9 system sends notices to employing departments 180, 90, 60, and 30 days prior to the work authorization expiration dates of I-9s submitted for non-U.S. citizens.

Eligibility

Employing departments work with the employee, the Office of International Students and Scholars, and HRS to resolve employment eligibility, either with a change in immigration status, an extension of employment eligibility, or termination of employment.

Change in USCIS Status

The Office of International Students and Scholars notifies HRS and Payroll Services when a change in the U.S. Citizenship and Immigration Services (USCIS) status of a University employee occurs.

Termination of Employment

If a non-U.S. citizen's employment eligibility expires with no extension, the employing department works with HRS to process a personnel action through the online Personnel/Position/ Payroll Electronic Routing Management System (PERMS) to terminate employment.

For the temporary employment program, if a non-U.S. citizen's employment eligibility expires, the employing department cancels the appointment through the Positive Pay Time Entry screen in the DEPPS or HEPPS Administrative Information System or through the online Temporary Employment System (TEMPS). See 55.22 and 60.27.

Remote Hires

For a new employee who is unable to travel to the department's designated employee to complete the Form I-9, the hiring department may refer the employee to the nearest WSU Extension Office to complete the form. The I-9 form may be completed by a designated WSU employee only.

The hiring department contacts the appropriate Extension office to arrange the meeting. For the nearest Extension office, refer to:

http://ext.wsu.edu/locations/

For remote hires outside of the state of Washington, contact HRS to designate an authorized representative to complete Form I-9.

10.11_Agreement_Template.htm

Posted in:ORGANIZATION

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(Use when there is no model agreement.)

University agreements at a minimum should include the following elements.

Be certain that: 1) titles of sections are on the same page as part of the text of that section, and 2) the signature page has at least two lines of contract text on it.

WSU Contract #______

AGREEMENT BETWEEN
WASHINGTON STATE UNIVERSITY
AND

____________________________

I. PARTIES

This agreement (the AGREEMENT) is made and entered into between Washington State University, an institution of higher education and an agency of the state of Washington ("WSU"), , by and through its ___________________________[insert department/college name], and ________________________________, a ___________________ ("_________"), located and doing business in _______________, ___________________. In this AGREEMENT, the above entities are jointly referred to as PARTIES.

II. PURPOSE

This AGREEMENT sets forth the terms and conditions for __________'s provision of ___________ [insert brief description of what is being provided under the agreement] to _______________.

III. RESPONSIBILITIES OF THE PARTIES

(Include specific details about the personnel, equipment, efforts, other resources, and/or deliverables obligated by each party.)

A. ________________ will provide the following to ________________ under the terms and conditions of this AGREEMENT:

1.

2.

3.

B. _________________ will provide the following to _______________:

1.

2.

3.

4.

IV. EFFECTIVE DATE AND DURATION

Subject to its other provisions, this AGREEMENT shall be effective when the last signatory executes this AGREEMENT, and shall be completed on ____________________, unless terminated sooner as provided in this AGREEMENT. [Include any provisions for renewal of the agreement, if applicable]

V. COMPENSATION

A. The method for determining compensation under this AGREEMENT shall be as follows:

1. [Insert specific details, e.g., hourly rate, lump sum, incentives, etc.]

2.

B. Expenses reimbursed under this AGREEMENT shall be:

1. [e.g., travel, mileage, postage, etc. NOTE: Travel expenses must be reimbursed at University-approved rates. See BPPM Chapter 95.]

2.

C. The maximum compensation paid under this AGREEMENT shall be:

VI. BILLING AND PAYMENT

A. _________ shall submit properly executed and documented bills or vouchers for payment to:

[Insert contact information; documentation to include hours worked, tasks completed, etc. NOTE: State law prohibits WSU from making payments in advance of receipt of goods or services]

B. Payments for satisfactory performance under this AGREEMENT shall be made to:

[Insert contact information]

C. Penalties for late payments shall be:

VII. TERMINATION

Either PARTY may terminate this AGREEMENT upon ______ days prior written notification to the other PARTY. The PARTIES shall be liable only for obligations incurred up to the date of such termination.

VIII. AMENDMENTS

This AGREEMENT may be amended by mutual agreement of the PARTIES. Such amendments shall not be binding unless they are in writing, signed by personnel authorized to bind each of the PARTIES, and attached to this AGREEMENT.

IX. DISPUTE RESOLUTION

In the event that a dispute arises under this AGREEMENT that the PARTIES can not resolve, the dispute shall be determined by a Dispute Panel in the following manner: Each PARTY to this AGREEMENT shall appoint one member to the Dispute Panel. The members so appointed shall jointly appoint one additional member to the Dispute Panel to make a panel of three members. The Dispute Board so constituted shall review the facts, contract terms and applicable statutes and rules, and make a determination of the dispute. The determination of the Dispute Panel shall be final and binding on the PARTIES. The PARTIES shall share equally the costs, if any, for the services of the Dispute Panel.

X. HOLD HARMLESS

Each PARTY to this AGREEMENT shall, to the extent permitted by law, indemnify and hold the other harmless for any and all claims, injuries, damages, losses or suits, including attorneys' fees, arising out of its own acts or omissions and those of its officers, employees and agents in the performance of this AGREEMENT. No party to this AGREEMENT shall be responsible for the acts and omissions of those not a party to this AGREEMENT.

XI. INSURANCE

________________ agrees to obtain and/or maintain a general liability policy of insurance of at least $1,000,000 per occurrence, and $2,000,000 aggregate, during the time this AGREEMENT is in effect. [Add other insurance requirements as applicable, e.g., property & casualty insurance, workers compensation, etc.]

XII. GOVERNANCE

This AGREEMENT is entered into pursuant to and under the authority granted by the laws of the state of Washington and any applicable federal laws. The provisions of this AGREEMENT shall be construed to conform to those laws.

XIII. ASSIGNMENT

The work to be provided under this AGREEMENT, and any claim arising thereunder, shall not be assignable or delegable by either PARTY in whole or in part without the express prior written consent of the other PARTY. Any assignment shall be effective only if written, signed by the authorized representatives of each PARTY, and attached to this AGREEMENT.

XIV. NOTICE

The contact person for all communications regarding the performance of this AGREEMENT shall be:

A. For WSU:

Name: ___________________________________________________

College or Department: ___________________________________________________

Address: ___________________________________________________

Telephone: ___________________________________________________

Fax Number: ___________________________________________________

B. For ______________________:

Name: ___________________________________________________

Address: ___________________________________________________

Telephone: ___________________________________________________

Fax Number: ___________________________________________________

XV. SIGNATURES

The PARTIES affirm that the individuals signing this AGREEMENT have been granted the authority to do so, and by their signature affirm that the PARTIES will comply with the terms and conditions of this AGREEMENT.

WASHINGTON STATE UNIVERSITY	________________________________________ [Insert Name Above]
Recommended by: __________________________________________	__________________________________________
Name: ____________________________________	Name: ____________________________________
Title: ______________________________________	Title: ______________________________________
Date: ______________________________________	Date: ______________________________________
Approved by: __________________________________________	Approved by: __________________________________________
Name: ____________________________________	__________________________________________
Title: ______________________________________	__________________________________________
Date: ______________________________________	__________________________________________

EP00b_Intro_and_Table_of_Contents–topical.htm

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Introduction

The Executive Policy Manual includes University policies approved by the appropriate governing body of University executive officers.

Contents of the Executive Policy Manual
(topical)

HelpFile: Using and Printing the Executive Policy Manual
ADMINISTRATION
Policy Number	Name	Date Approved
EP5	Policy Approval and Distribution	February 7, 2008
EP6	Policy on Risk Management	March 26, 2001
EP9	Facilities Names Policies and Procedures	February 25, 2009
EP11	Post-Season Athletic Competitions and Events: Attendance, Travel, Souvenirs, and Team Gifts	November 29, 2011
EP19	Permissible Uses of Washington State University Leased Lands	September 19, 2003
EP20	Alcohol and Drug Policy	August 29, 2012
EP22	Washington State University Board of Regents Real Estate Policy	January 23, 2004
EP24	Washington State University Sustainability Initiative	January 9, 2009
EP25	Executive Policy on Emergency Management and Safety Plans	December 8, 2010
EP26	Internal Investigations Training and Policy	July 18, 2006
EP27	Washington State University Ethics, Conflict of Interest, and Technology Transfer	September 19, 2013
EP29	Policies and Responsibilities for the Operation of Multi-Campus Academic Programs	May 5, 2009
EP30	WSU Pullman Parking Ticket Disposition Policy	July 1, 2010
EP32	Facility Design Review Policy	August 15, 2011
EP33	Responding to Allegations of Research Misconduct	January 11, 2012
EP34	Distance Education Policy	July 15, 2013
BUDGET AND FINANCE
Policy Number	Name	Date Approved
EP1	Policy on Budget Responsibility	July 10, 2007
EP2	Policy for Allocating Facilities and Administrative Cost Recovery Revenue	May 20, 2011
EP3	Salary Accrual and Allocation Adjustment Policy and Procedures	October 8, 2008
EP10	Summer Session Tuition and Services and Activities Fees Policy	November 16, 2001
EP17	Policy on Sales of Goods and Services	November 20, 1987
EP31	Washington State University Board of Regents Debt Management Policy	May 6, 2011
COMPUTING AND TELECOMMUNICATIONS
Policy Number	Name	Date Approved
EP4	Electronic Communication Policy: Policy on Electronic Publishing and Appropriate Use of Information Technology Resources	February 7, 2012
EP7	University Web Accessibility Policy	October 15, 2001
EP8	University Data Policies	December 5, 2007
EP13	Wireless LAN Policy	September 3, 2003
EP14	University Antivirus Policy	February 4, 2002
EP16	University Network Policies	September 3, 2003
EP18	Computer and Network User Identification and Password Policy	December 2, 2005
EP21	University Domain Name Policy	October 10, 2003
EP23	-- Policy Removed --	July 20, 2009
PERSONNEL
Policy Number	Name	Date Approved
EP12	Equal Employment Opportunity and Affirmative Action Policy	February 17, 2010
EP15	Policy Prohibiting Discrimination and Sexual Harassment	February 17, 2010
EP28	Policy on Faculty-Student and Supervisor-Subordinate Relationships	May 4, 2007

Revised 9/27/13

Procedures, Records, and Forms – BPPM Revision Memo 407

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BPPM Revision Memorandum

DATE:	January 3, 2013
FROM:	Office of Procedures, Records, and Forms
TO:	Manual Users
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Four Hundred Seven

This BPPM revision includes the following changes:

Effective January 1, 2013, the motor vehicle mileage reimbursement rate increased from $.51 per mile to $.565 per mile, in accordance with OFM regulations. This change affects the following section and PDF version form, as well as the electronic and FileMaker Pro versions of the form:

Travel Rates 95.19
Form: Travel Expense Voucher 95.20.23-24

Return to the Policies and Procedures Manuals home page.

Procedures, Records, and Forms – BPPM Revision Memo 408

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BPPM Revision Memorandum

DATE:	January 11, 2013
FROM:	Office of Procedures, Records, and Forms
TO:	Manual Users
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Four Hundred Eight

This BPPM revision includes the following changes:

Property Inventory 20.50

This revision updates the criteria, responsibilities, and requirements for departments to manage and track applicable equipment items in the University Property Inventory System and/or in a departmental inventory system. The revision incorporates the procedures previously published in BPPM 20.51: Departmental Inventory System.

Departmental Inventory System 20.51

This section is removed from the BPPM.

Classification and Reclassification 60.02

This minor amendment clarifies that a civil service employee may request a review of his or her position, in accordance with WAC 357-13-065.

University Travel Charge Card 95.03

University travelers are encouraged, but no longer required, to charge all business airfare to University travel accounts, in accordance with revised state travel regulations.

Return to the Policies and Procedures Manuals home page.

Procedures, Records, and Forms – BPPM Revision Memo 409

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BPPM Revision Memorandum

DATE:	January 30, 2013
FROM:	Office of Procedures, Records, and Forms
TO:	Manual Users
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Four Hundred Nine

This BPPM revision includes the following changes:

Workplace Violence and Bullying 50.30

This revision:

Updates the University's policy on workplace violence and clarifies and describes responsibilities and procedures for responding to and reporting incidents. The section includes a description of sanctions and consequences.
Adds a policy on workplace bullying and describes responsibilities and procedures for responding to and reporting incidents.

Layoff--Civil Service Employees 60.37

This minor amendment updates the list of layoff units to change the name of Layoff Unit 17 from Center for Distance and Professional Education (CDPE) to Global Campus and to add new Layoff Unit 27 for departments, offices, and programs reporting to the Vice Provost for Health Sciences.

Staffing During Suspended Operations or Emergency Closures 60.40

This revision:

Clarifies that an employee must obtain prior approval from her or his supervisor for temporary telework.
Updates the types of leave that classified, administrative professional (AP), and faculty employees who are not required to work may use or request to use for absences due to suspended operations, emergency closures, or inclement weather.
Adds procedures regarding staffing during emergencies or under extraordinary conditions.
Clarifies that the December closure period is not a period of suspended operations or emergency closure for purposes of this policy.

Faculty and Administrative Professional Personnel Leave 60.56

This revision updates the procedures regarding use of leave due to suspended operations, emergency closures, or inclement weather by AP and faculty employees..

Relocation Expense Overview 70.60

The nontaxable mileage expense rate for relocation expenses has been increased from $.235 per mile to $.24 per mile.

Travel Expense Voucher 95.20

The Affidavit of Lost Receipt is renamed the Receipt Affidavit. The revised form certification statement clarifies when the form is to be used. Travelers must submit Receipt Affidavits to Travel Services for lost, misplaced, missing, or inadequate receipts.

Return to the Policies and Procedures Manuals home page.

Procedures, Records, and Forms – BPPM Revision Memo 410

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BPPM Revision Memorandum

DATE:	February 15, 2013
FROM:	Office of Procedures, Records, and Forms
TO:	Manual Users
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Four Hundred Ten

This BPPM revision includes the following changes:

WSU Pullman Departmental Storage 20.75

This minor amendment updates the availability of and procedures for rental of supervised storage spaces for departmental use at WSU Pullman.

Form: Request for Appointing Authority Delegation 60.10.6

This form revision adds a column of fields for entering the WSU ID numbers of requested appointing authority designees.

Table: WSU Extension Offices Calendar Year 2013 Holiday Schedule 60.76.3-4

This revision updates the WSU Extension Holiday Schedule.

Return to the Policies and Procedures Manuals home page.

Procedures, Records, and Forms – BPPM Revision Memo 411

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BPPM Revision Memorandum

DATE:	March 4, 2013
FROM:	Office of Procedures, Records, and Forms
TO:	Manual Users
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Four Hundred Eleven

This BPPM revision includes the following changes:

Faculty and Administrative Professional Personnel Leave 60.56

To increase clarity, this minor amendment removes a reference to emergency leave.

Transportation 95.07

This revision updates the procurement methods for obtaining common carrier tickets and the reimbursement procedures for claiming transportation expenses.

Rental Cars 95.12

This revision updates the requirements and procedures for renting cars for University business.

Return to the Policies and Procedures Manuals home page.

Procedures, Records, and Forms – BPPM Revision Memo 412

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BPPM Revision Memorandum

DATE:	May 2, 2013
FROM:	Office of Procedures, Records, and Forms
TO:	Manual Users
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Four Hundred Twelve

This BPPM revision includes the following changes:

Withholding Federal Income Tax (W-4 Form) 55.10

This minor amendment includes the following changes:

Per IRS regulations, employees may no longer declare percent of income as the basis for withholding federal taxes. Employees are to declare the IRS filing status and number of withholding allowances on the W-4 form.
Employees access zzusis to make changes to their payroll addresses.

Confirming Purchases and Employee Purchase Reimbursements 70.20

This revision updates the requirements and procedures for processing confirming purchases and employee purchase reimbursements.

The title of the section is changed from Confirming Purchases.

Central Stores 70.35

This minor amendment removes the information regarding the University's contract with OfficeMax for office products. That contract is no longer active.

Return to the Policies and Procedures Manuals home page.

Procedures, Records, and Forms – BPPM Revision Memo 413

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BPPM Revision Memorandum

DATE:	June 4, 2013
FROM:	Office of Procedures, Records, and Forms
TO:	Manual Users
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Four Hundred Thirteen

This BPPM revision includes the following changes:

Form: Gift Transmittal and Acknowledgment 30.70.10
Form: Noncash Gift Transmittal and Acknowledgment 30.70.11

The minor amendments to both forms increase the gift level at which acknowledgment letters are required from $1,000 to $10,000, in accordance with current practices.

Employment Eligibility Verification--USCIS Form I-9 60.04

This minor amendment updates the samples of the screens users encounter in the online Lookout Services I-9 verification system.

Employing Non-U.S. Citizens 60.05

The University now requires that a disclosure statement be provided to all workers who are non-U.S. citizens and who come to the state of Washington based upon an offer of employment, including those holding H-1B visas.

The revision also updates the name of the office responsible for the section from Global Services to International Progams (IP).

Return to the Policies and Procedures Manuals home page.

Procedures, Records, and Forms – BPPM Revision Memo 414

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BPPM Revision Memorandum

DATE:	July 10, 2013
FROM:	Office of Procedures, Records, and Forms
TO:	Manual Users
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Four Hundred Fourteen

This BPPM revision includes the following changes:

Recruitment and Selection of Classified Positions 60.18

This revision removes the requirement for submitting requests to fill classified positions through the Position and Travel Exemption Request System (PTERS), effective July 1, 2013.

Project Employment--Civil Service 60.23

This revision:

Removes the requirement for submitting requests to fill classified positions through the PTERS, effective July 1, 2013.
Updates the requirements and procedures regarding appointing classified employees to project positions.
Updates the description of a permanent employee's layoff rights at project conclusion.

Neighborhood Vehicles 80.92

This new section provides requirements and procedures for obtaining and using neighborhood vehicles at University campuses.

Release of Public Records 90.05

The Public Records Office is now a part of University Communications, effective July 1, 2013. The office name and contact information are updated accordingly in the section and on the Public Records Request (90.05.6).

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Procedures, Records, and Forms – BPPM Revision Memo 415

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BPPM Revision Memorandum

DATE:	July 31, 2013
FROM:	Office of Procedures, Records, and Forms
TO:	Manual Users
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Four Hundred Fifteen

This BPPM revision includes the following changes:

Form: Gift Accounting Log Sheet 30.70.19

This revision updates the form fields for:

Drop-off and pick-up dates;
Drop-off department names; and
Number of envelopes being dropped off.

The revision also clarifies that the pick up courier comes from the WSU Foundation.

Return to the Policies and Procedures Manuals home page.

Procedures, Records, and Forms – BPPM Revision Memo 416

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BPPM Revision Memorandum

DATE:	August 12, 2013
FROM:	Office of Procedures, Records, and Forms
TO:	Manual Users
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Four Hundred Sixteen

This BPPM revision includes the following changes:

Cash Awards to WSU Employees 55.56

This minor amendment removes the expired, state-mandated temporary restrictions regarding monetary awards to state employees.

Travel Expense Voucher 95.20

This revision updates the TEV form, form examples, and instructions as follows:

A checkbox is added to indicate if any supporting budget is in programs 11-14. (This is intended as an aid for alerting users and the E-Forms System server administrations to the need to retain grant-supported TEVs in accordance with the University records retention requirements for grant files.)
A checkbox is added to indicate if additional supervisor and/or expenditure authority signatures are required. Additional signature lines are added on page 2 of the form.
Fields for additional account coding are also added to page 2 of the form.

Return to the Policies and Procedures Manuals home page.

Procedures, Records, and Forms – BPPM Revision Memo 417

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BPPM Revision Memorandum

DATE:	September 25, 2013
FROM:	Office of Procedures, Records, and Forms
TO:	Manual Users
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Four Hundred Seventeen

This BPPM revision includes the following changes:

Accounts Receivable 30.56

This revision updates the review and approval process for write-offs.

Tables: All-University Records Retention Schedule 90.01.9-57

This revision updates various records series on the All-University Records Retention Schedule in accordance with changes from the State Records Committee.

The All-University Records Retention Schedule is divided into 18 tables by functional group. The changes to the various tables include, but are not limited to:

Removal of the table for Administrative--Departmental Records. The records series previously included in this table are moved to the Administrative--Executive Level Records, Administrative--General Office Operations, and Account Fiscal Records tables.
Removal of the table for Key Records and addition of a new Security Records table. The records series previously included in the Key Records table are moved to the Security Records table.
Addition of a new table for Library Services Records, which includes five new state records series.
Addition of a number of state General Schedule records series (applicable to all state agencies) and updates to a number of state records series throughout the entire schedule.
Replacement of the WSU--GS (WSU General Schedule) disposition authority numbers with unique disposition authority numbers assigned by the State Records Committee.

Each of the tables in the All-University Records Retention Schedule includes changes. See the link above to access the Chapter 90 (Records) table of contents page, which provides links to all 18 tables.

For an overview of the University's records retention and disposition requirements, see the text portion of section 90.01.)

Return to the Policies and Procedures Manuals home page.

Procedures, Records, and Forms – BPPM Revision Memo 418

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BPPM Revision Memorandum

DATE:	September 27, 2013
FROM:	Office of Procedures, Records, and Forms
TO:	Manual Users
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Four Hundred Eighteen

This BPPM revision includes the following changes:

Exterior Signage--WSU Pullman 20.42

This new section provides policies and procedures for establishing and maintaining permanent exterior signage at the central contiguous campus at WSU Pullman. The section includes signage requirements for building identity, interpretation, Athletics and UREC, and memorial/dedication purposes.

Temporary Signage--WSU Pullman 20.43

This new section provides policies and procedures for obtaining and displaying temporary interior and exterior signage at the central contiguous campus at WSU Pullman.

Return to the Policies and Procedures Manuals home page.

Procedures, Records, and Forms – BPPM Revision Memo 419

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BPPM Revision Memorandum

DATE:	October 3, 2013
FROM:	Office of Procedures, Records, and Forms
TO:	Manual Users
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Four Hundred Nineteen

This BPPM revision updates the name of the Office of Commercialization in the following sections. The office was previously called the the Office of Intellectual Property Administration. This revision also includes additional changes as indicated.

Use of Washington State University Name and Trademarks 35.10

Copyrighting and Marketing Original Materials 35.35

The amendment also updates the list of departments that provide marketing services for original materials, in accordance with current practices.

Recordkeeping and Publication Guidelines for Inventors 35.45

Invention Ownership and Disclosure 35.50

This revision also:

Adds required submission of a completed Intellectual Property Assignment form for all current and new employees and individuals on appointment at WSU who reasonably may develop intellectual property during the course of their appointment or employment at WSU.
Provides updated information regarding obtaining and submitting the Invention Disclosure form.
Updates the description of the OC's responsibilities regarding invention development.

Invention Income Distribution 35.53

This minor amendment also adds policy information regarding the allocation to the OC of a portion of applicable royalties allocated to the University pursuant to the Faculty Manual sections regarding intellectual property and patent policy.

Return to the Policies and Procedures Manuals home page.

35.45_Record-keeping_and_Publication_Guidelines_for_Inventors.htm

Posted in:INTELLECTUAL PROPERTY

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OVERVIEW

To safeguard the possibility of patenting inventions, University researchers are encouraged to:

Thoroughly record invention development and

Coordinate the release of any publications relating to an invention with the patent disclosure process. See 35.50.

RECORD KEEPING

To help prove facts and priority dates relative to invention conception, the inventor is encouraged to commit the details of the invention to writing at or near the time of invention conception. Each page should be signed and dated by the inventor and a disinterested witness who understands the contents.

Daily Record

Ideally, the author should maintain an accurate daily record of research activities in a bound laboratory notebook, concurrent with the work.

This practice provides legal evidence of conception, diligence, and reduction to practice and thus maximizes the possibilities of eventually obtaining and successfully defending patent rights.

All notes should be kept in ink and any errors should be corrected by crossing out and rewriting rather than by erasing.

Each page should be dated and signed by the inventor and a disinterested witness who understands the contents (not a co-inventor or collaborator).

Before destroying any samples, run sheets or records of any kind, the inventor should make certain that the discarded records are of no value to the University or to anyone associated with the project.

PREMATURE PUBLICATION

A prior publication by the inventor which describes the invention can invalidate a patent application. Patent applications to the U.S. Patent Office must be filed within one year of the first public disclosure of the invention.

Generally, disclosure to and evaluation by the Intellectual Property Committee should occur before publication occurs. Authorization must be received from the Intellectual Property Committee before potentially patentable inventions are publicized.

Proposals

Including data concerning a potentially patentable invention in a proposal could constitute publication if a sponsoring agency makes the information available to the public at large.

When agencies receive requests from outside parties to review grant or contract applications, most attempt to contact the submitting investigator to ascertain that the requested documents do not contain invention data the rights to which could be adversely affected by disclosure.

If the principal investigator believes the data concerning a potentially patentable invention is contained in a proposal, the investigator should clearly indicate that the proposal contains proprietary or confidential information which, if released, could jeopardize valuable rights of Washington State University and/or the author(s).

Procedures, Records, and Forms – BPPM Revision Memo 420

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BPPM Revision Memorandum

DATE:	October 15, 2013
FROM:	Office of Procedures, Records, and Forms
TO:	Manual Users
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Four Hundred Twenty

This BPPM revision includes the following changes:

Transportation 95.07

The Washington State Office of Financial Management (OFM) has added new requirements regarding business class common carrier travel.

Miscellaneous Travel Expenses 95.08

OFM has added two more allowable miscellaneous expenses, i.e., internet and checked baggage charges.

Travel Rates 95.19

OFM has updated reimbursement rates for private aircraft, motorcycles, and lodging.

Return to the Policies and Procedures Manuals home page.

Procedures, Records, and Forms – BPPM Revision Memo 421

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BPPM Revision Memorandum

DATE:	October 21, 2013
FROM:	Office of Procedures, Records, and Forms
TO:	Manual Users
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Four Hundred Twenty-One

This BPPM revision includes the following changes:

Position Action / Position Review Request 58.02

This minor amendment moves responsibility for position control functions from Position Control to Human Resource Services, to reflect current University organization.

The amendment also adds a PDF version of the Position Action/PRR form to the section. See 58.02.19.

Classification and Reclassification 60.02

This revision:

Updates the procedures for requesting position classifications and reclassifications to reflect the change in administrative responsibility for position control functions.
Updates the discussion of the available versions of the Position Action/PRR form. A PDF version of the form is added (see above).
Adds requirements regarding executive-level appointments to administrative professional positions, in accordance with University policy.

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Procedures, Records, and Forms – BPPM Revision Memo 422

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BPPM Revision Memorandum

DATE:	December 6, 2013
FROM:	Office of Procedures, Records, and Forms
TO:	Manual Users
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Four Hundred Twenty-Two

This BPPM revision includes the following changes:

Using Dicretionary 17A Accounts 70.33

This revision adds food and beverages expenses, with limitations, for departmental graduation events to the list of allowable expenses for discretionary 17A funds.

The revision also clarifies the definition of an employee retirement or departure for which event expenses are allowed. The employee must be terminating employment with the department or with WSU. Position or role changes within a department do not qualify for allowable event expenses.

Release of Personnel Records 90.07

This revision moves responsibility for the section to Human Resource Services.

The revision also updates the administrative location of the Public Records Office, which is under University Communications. The contact information for submitting public records requests is updated.

Return to the Policies and Procedures Manuals home page.

45.75_Controlled_Substances.htm

Posted in:RESEARCH

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POLICY

This policy addresses obtaining, using, storing, recordkeeping, dispensing, and disposing of controlled substances at WSU. This policy provides information and procedures to enable individuals and departments to comply with state and federal law and to meet applicable safety standards.

This policy does not supersede state or federal law. In the case of any inconsistency, state and federal law govern.

NOTE: This policy does not apply to licensed pharmacies or pharmacists at WSU. Any entity or individual licensed as a pharmacy or pharmacist must follow all laws, rules, and regulations that pertain to that license.

Improper storage, recordkeeping, dispensing, or disposal of controlled substances may result in civil and criminal liability, which may include incarceration, or license suspension or revocation.

This policy includes the following subsections:

DEA criteria (see below)

Responsibilities (see below)

Registration (see below)

Screening employees (see below)

Ordering (see below)

Recordkeeping requirements (see below)

Security (see below)

Disposal (see below)

Abandoned controlled substances (see below)

DEA CRITERIA

Controlled substances are drugs or other chemicals that have the potential to be addictive or habit forming. The U.S. Drug Enforcement Administration (DEA) has separated controlled substances into five schedules based on potential to be habit forming and usefulness in medicine. To view the comprehensive DEA schedule, go to:

http://www.deadiversion.usdoj.gov/schedules/index.html

Below are the criteria established by the DEA for narcotic and nonnarcotic controlled substances.

Schedule I

Schedule I substances are defined as drugs or other substances that have:

A high potential for abuse;

No currently accepted medical use in the United States; and

A lack of accepted safety for use under medical supervision.

Examples

Examples of Schedule I substances include: heroin; marijuana.

Schedule II

Schedule II substances are defined as drugs or other substances that:

Have a high potential for abuse;

Currently have an accepted medical use in the United States, or have a currently accepted medical use with severe restrictions;

If abused may lead to severe psychological or physical dependence.

Examples

Examples of Schedule II substances include: methamphetamine; pentobarbital.

Schedule III

Schedule III substances are defined as drugs or other substances that:

Have a potential for abuse less than Schedule I or II substances;

Currently have an accepted medical use in the United States;

If abused may lead to moderate physical and psychological dependence.

Examples

Examples of Schedule III substances include: beuthanasia solution; ketamine; testosterone.

Schedule IV

Schedule IV substances are defined as drugs or other substances that:

Have a potential for abuse less than Schedule III substances;

Currently have an accepted medical use in the United States;

If abused may lead to low physical or psychological dependence.

Examples

Examples of Schedule IV substances include: Valium; butorphanol.

Schedule V

Schedule V substances are defined as drugs or other substances that:

Have a potential for abuse less than Schedule IV substances;

Currently have an accepted medical use in the United States;

If abused may lead to limited physical or psychological dependence.

Examples

Examples of Schedule V substances include: pregabalin; not more than 100mg of opium per 100ml, or per 100g.

RESPONSIBILITIES

Every person who engages in research with controlled substances must be registered with the DEA and the Washington State Board of Pharmacy or be an authorized user under an existing registrant.

Registrants are responsible for:

Complying with federal and state laws.

NOTE: State laws may be more restrictive than federal laws. The stricter law applies.

Ensuring that each employee who works with controlled substances is qualified under federal regulations. (21 CFR 1301.90) Completion of an employee questionnaire is required. (See below.)

Ordering and receiving controlled substances purchased under the registrant's license. (See below.)

Ensuring that controlled substances are securely stored to protect the chemicals from theft or misuse. (See below.)

Maintaining proper recordkeeping for controlled substances, including inventory and tracking. (See below.)

Reporting any theft or loss of controlled substances. (See below.)

Properly disposing of controlled substances. (See below.)

REGISTRATION

Controlled substance use in Washington requires participating individuals and/or departments to register with both the federal Drug Enforcement Administration (DEA) and the Washington State Department of Health Board of Pharmacy.

NOTE: DEA registration requires prior registration with the Washington State Department of Health Board of Pharmacy.

Washington State Department of Health Board of Pharmacy Registration

Prior to registering with the DEA, applicants in the state of Washington must obtain controlled substance researcher registration from the Washington State Department of Health (DOH) Board of Pharmacy. There is an annual registration fee. The state fee may not be waived. The current fee schedule is available from the DOH Controlled Substance Research Fee Schedule website:

http://tinyurl.com/m4p6f6q

Different registrations are required for different activities involving controlled substances. Further, one registration type may not cover two different activities, such as research with controlled substances and dispensing of controlled substances. The required forms and detailed instructions are available on the DOH Controlled Substance Researcher website:

http://tinyurl.com/nyfsn59

Upon completion and approval of the state registration, the Board of Pharmacy issues a state license and number to the applicant. The applicant must include the state license number on the DEA registration application.

DEA Registration

As with state registration, different activities may require different DEA registration types.

Forms

The required forms and detailed instructions are available on the DEA website:

http://www.deadiversion.usdoj.gov/drugreg/reg_apps/index.html

Research or Laboratory Chemical Analysis

To conduct research on, or with, controlled substances in Schedules II-V or to conduct analysis with controlled substances listed in any schedule, applicants complete:

DEA Form 225: New Application for Manufacturer, Distributor, Researcher, Analytical Laboratory, Importer, Exporter; or

DEA Form 225A: Renewal Application for Manufacturer, Distributor, Researcher, Analytical Laboratory, Importer, Exporter.

Dispensing Controlled Substances and/or Instructional Activity

To obtain authorization to dispense controlled substances on any schedule for clinical and hospital use (including clinical research) or to conduct instructional activity only with Schedule II-V controlled substances, applicants complete:

DEA Form 224: New Application for Retail Pharmacy, Hospital/Clinic, Practitioner, Teaching Institution, or Mid-Level Practitioner; or

DEA Form 224A: Renewal Application for Retail Pharmacy, Hospital/Clinic, Practitioner, Teaching Institution, or Mid-Level Practitioner.

Required Information

On all DEA registration forms, University applicants must:

Check the "Request Fee Waiver" box to indicate eligibility to waive the annual DEA registration cost.

An employee of a federal or state agency, e.g., WSU, who is required to obtain DEA registration in order to carry out his or her duties is exempt from DEA registration fees.

Provide the following investigator information:

Name;

Physical address;

Mailing address;

Institution;

State license number; and

A qualifications statement including a curriculum vita with bibliography for each investigator in the research project.

Provide the following project information:

Title;

Statement of purpose;

Controlled substance name;

Amount of controlled substance needed;

Location of research;

Security statement; and

Technical description of the substance use.

SCREENING EMPLOYEES

Authorized users (i.e., designated employees) of the registrant (e.g., principal investigator (PI)) may engage in approved activities under the direction of the registrant. Approved activities may include:

Access to the controlled substances storage unit.

Such access is defined as use, control, or possession of a key to the storage unit or the means to unlock the storage unit.

Administration of controlled substances.

Destruction of controlled substances.

The registrant must screen potential authorized users prior to assigning work with controlled substances. (See "Authorized User Questionnaire" below.)

Criminal Records

DEA recommends that registrants conduct inquiries concerning employees' criminal records.

Authorized User Questionnaire

Before allowing an authorized user access to controlled substances, the registrant must require the applicant to complete a questionnaire as part of the screening process. The questionnaire is mandated and providing access to persons who would answer "yes" to any of the questions is a violation of federal law. (21 CFR 1301.90)

Have you been convicted of a felony within the past five years or any misdemeanor within the past two years (excluding traffic, juvenile, and military offenses, unless under a general court-martial), or are you presently charged with committing a criminal offense?

In the past three years, have you knowingly used narcotics, amphetamines, or barbiturates other than those prescribed to you by a physician?

Have you ever had an application for DEA registration denied or had DEA registration revoked?

The registrant must have each employee who is authorized by the registrant to handle DEA controlled substances under the registrant's supervision complete a questionnaire. The registrant must have each new hire complete a questionnaire before he or she is allowed to handle DEA controlled substances.

The registrant must keep completed questionnaires on file at the registered location, as per the state and DEA registration forms.

Obtaining Form

Complete and/or print the PDF master form on 45.75.13 to obtain copies of the University's Authorized User Questionnaire.

ORDERING SUBSTANCES

Schedule I or II

Any person registered to conduct research or otherwise work with Schedule I or II controlled substances must use DEA Form 222 (Official Order Form) to place an order for such chemicals. NOTE: See additional procedures on below regarding orders for Schedule I controlled substances that are not commercially available.

To obtain DEA Form 222, go to:

https://www.deadiversion.usdoj.gov/webforms/orderFormsRequest.jsp

NOTE: The registrant must personally order and receive any Schedule I or II controlled substances. The registrant may not delegate this duty to another employee.

To place an order:

The registrant contacts a drug supplier regarding ordering a commercially-available Schedule I controlled substance or a Schedule II controlled substance.

The registrant completes a DEA Form 222 and faxes it to the supplier.

After receiving the completed form, the supplier prepares to fill the order.

The registrant processes payment for the order with a Department Order (see 70.07), or Departmental Requisition (see 70.10). Registrants are not to purchase controlled substances with purchasing cards (see 70.08.)

Additional Instructions

Further instructions regarding completing DEA Form 222 are available at:

http://www.deadiversion.usdoj.gov/faq/dea222.htm

Schedule I Substance That is Not Commercially Available

To obtain a Schedule I controlled substance that is not commercially available, the registrant must submit a request to the National Institute on Drug Abuse (NIDA); by telephone to 301-443-1124; or through the National Institute on Drug Abuse website at:

http://www.drugabuse.gov/

Select the NIDA Drug Supply Program link.

Schedule III - V

University registrants may order Schedule III-V controlled substances using WSU's normal purchasing procedures and documentation.

In accordance with University policies and procedures, registrants may use Department Orders (see 70.07) or Departmental Requisitions (see 70.10) to place orders for Schedule III-V controlled substances. Registrants are not to purchase controlled substances with purchasing cards (see 70.08.)

The registrant must ensure that DEA registration numbers for both the supplier and the recipient are included on the order documentation and the invoice.

All invoices for controlled substances must be identified with a red letter “C”, no less than one inch high on the bottom right corner of the invoice document. The required order and invoice documents are described below.

RECORDKEEPING REQUIREMENTS

The following records should be maintained at the registrant's location (as identified on the registration).

Employee screening and authorization records (see above)

Completed order forms (see above)

Inventory records (see below)

Controlled substance tracking records (including drug dispensing records) (see below)

If the registrant wishes to maintain controlled substance records at a central location other than the registered location, he or she must send a notification to the DEA. Requirements regarding the information that must be submitted in the notification is available in the Code of Federal Regulations, 21 CFR 1304.04.

Retention Requirements

For minimum retention requirements for controlled substance records, see the All-University Records Retention Schedule: Safety Records table on 90.01.49-53.

For further information regarding University records retention and disposition, see 90.01. For minimum retention requirements for other applicable University records, refer to the other All-University Records Retention Schedule tables at the end of 90.01.

Controlled Substance Tracking

Registrants must maintain the following in a separate, bound and sequentially numbered tracking document for each controlled substance. Each tracking document must include:

Records tracking each container of controlled substance as well as records that detail each time a controlled substance is used.

Dispensing records accounting for all of the controlled substance in milliliter (ml) or milligram (mg) units.

An entry for each time any material was removed from the container, including any quantity wasted or disposed, and initials of the user.

The registrant must maintain records for Schedule I and II controlled substances separately from records for Schedule III-V controlled substances.

See the sample controlled substance tracking record in the PDF version of 45.75.9.

NOTE: It is a felony for a registrant to provide a controlled substance to a person who is not registered with the DEA or is not one of the registrant's authorized users. A transfer of controlled substances may occur between two DEA registrants only. A transfer of Schedule I or II controlled substances must be accompanied by a DEA Form 222 (Official Order Form) completed by the registrant receiving the substances.

Inventory Procedures

Each registrant must complete an inventory annually as required by the Washington Board of Pharmacy. The registrant must:

Maintain the inventory record at the registered location (unless she or he sends a notification to DEA that such records are maintained at a specified central location).

Retain and make the inventory record available in accordance with University records retention requirements. See above.

Update the inventory record on the effective date of a rule (from the DEA) that adds a substance to the list of controlled substances, Schedules I-V.

Inventory Record Form

To obtain copies of the Controlled Substance Inventory Record, complete and/or print the PDF master form on 45.75.14.

Required Inventory Data

The inventory is to include the following information, based upon the types of controlled substances maintained.

Commercially Purchased

For commercially-purchased controlled substances, i.e., controlled substances obtained in a finished form, the inventory records must include the following:

Registrant's name, physical address, mailing address, and DEA registration number;

Date the inventory was taken;

Name of each substance;

Form of each substance (i.e., 10-milligram tablet, or 10-milligram concentration per fluid ounce, or milliliter);

Number of units or volume of each commercial container (i.e., 100-tablet bottle or 3-milliliter vial);

Exact count of dosage units;

Number of commercial containers of each substance form;

Registrant signature and date signed.

NOTE: Schedule I and II substances must be separated from other substances on the inventory.

Damaged, Defective, Impure, or Not Commercially Purchased

For damaged, defective, or impure substances, and/or substances that were not commercially purchased, the inventory records must include an exact count of the dosage units or the container must be graduated to reflect its content. Such inventory records must also include the following:

Registrant's name, address, and DEA registration number;

Date the inventory was taken;

Name of substance;

Total volume of substance or total number of units (i.e., 50 10mg tablets);

Reason that the registrant (e.g., researcher) is maintaining the substance;

Registrant's signature and date signed.

SECURITY

Theft or Loss

If there is a theft or loss of controlled substances, the registrant must notify the Washington State University Police (or the local police department, if no University Police department is available at the location). The notification must occur as soon as the theft or loss is discovered.

The registrant must notify the area DEA Field Office in writing within one business day of the discovery of the theft or loss. The registrant must also complete and submit a DEA Form 106 (Report of Theft or Loss of Controlled Substances) to the area DEA Field Office and send a copy of the completed form to the Washington State Board of Pharmacy. (21 CFR 1301.76; WAC 246-887-020)

To obtain DEA Form 106, go to:

http://www.deadiversion.usdoj.gov/21cfr_reports/theft/index.html

Storage

Storage locations must be consistent with the locations identified on the registrant licenses. Registrants are generally permitted to keep controlled substances in substantially constructed, double-locked cabinets or safes, as described below. Narcotics cabinets are strongly recommended, to ensure that the registrants' storage complies with regulations.

It is unacceptable for a registrant to leave the keys to the cabinet in the laboratory. Keys allowing access to controlled substances must be in the possession of the registrant.

Schedules III-V

For Schedules III-V, registrants must keep controlled substances in a substantially constructed, double-locked cabinet or safe.

Schedules I and II

For Schedules I and II, registrants must keep the controlled substances in a substantially constructed, double-locked cabinet that cannot be easily forced open, with the cabinet secured to a wall or otherwise not removable.

For specific information regarding physical security requirements, see 21 CFR 1301.71 to -.76.

DISPOSAL

When a DEA registrant has a controlled substance that is expired or unwanted, the registrant must contact Environmental Health and Safety (EH&S) at WSU Pullman for the disposal of the substance. WSU Pullman EH&S is the University's registered DEA reverse distributor. (See also SPPM 5.66.)

EH&S disposes of the controlled substances using DEA- and DOH-approved procedures.

For additional assistance or questions about controlled substance disposal, contact EH&S; telephone 509-335-3041.

ABANDONED CONTROLLED SUBSTANCES

Under no circumstances is a DEA registrant to abandon controlled substances.

Faculty are to follow the procedures in 60.38 prior to termination of employment to ensure that materials are properly disposed of or transferred.

If controlled substances are abandoned, contact the Office of the Campus Veterinarian for assistance. Substances are to be disposed or transferred. The Office of the Campus Veterinarian determines the applicable procedures on a case-by-case basis.

See the PDF forms:
45.75.13: Authorized User Questionnaire
45.75.14: Controlled Substance Inventory Record
Complete and/or print as needed.

Procedures, Records, and Forms – BPPM Revision Memo 423

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BPPM Revision Memorandum

DATE:	December 18, 2013
FROM:	Office of Procedures, Records, and Forms
TO:	Manual Users
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Four Hundred Twenty-Three

This BPPM revision includes the following changes:

Reporting Federal Lobbying Activity 10.26

This revision removes the requirement that employees submit reports indicating "no activity" for a particular quarter if the employees reported federal lobbying activity in previous quarters.

Gifts In Place 30.72

This new section provides requirements, procedures, and a form for acceptance of a gift in place by the University. A gift in place is a gift of a completed facility, designed and constructed by a donor for the University.

Controlled Substances 45.75

This new policy provides requirements and procedures for managing controlled substances at WSU. This section does not apply to licensed pharmacies or WSU pharmacists.

Workplace Violence and Bullying 50.30

This revision adds a prohibition against retaliation and updates the definition of workplace bullying.

All-University Records Retention Schedules: Safety Records 90.01.49-53

This minor amendment adds six records series regarding the retention of records related to controlled substances to the All-University Records Retention Schedule.

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30.72_Gifts_In_Place.htm

Posted in:FINANCE

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POLICY

Any department or employee considering acceptance of a gift in place is to seek and receive preliminary administrative approval of the proposed gift and then ensure that an agreement is signed by the donor and an authorized University officials prior to gift acceptance.

Such a department is to contact the Contracts Office in the Office of Finance and Administration prior to making any verbal or other commitments regarding the gift and prior to commencing work; telephone 509-335-7223.

Definition

A gift in place is a gift of a completed facility, designed and constructed by a donor for the University.

NOTE: Section 30.70, Gift Transmittal, regarding acceptance and transmittal of conventional gifts to the University is not applicable to gifts in place.

Donor Responsibility

The donor of a gift in place is responsible for construction and design of the facility. No University funds may be used to supplement or partially fund the cost of the project.

Questions

Address questions regarding acceptance and management of gifts in place to the Contracts Office in the Office of Finance and Administration.

ACCEPTANCE

To initiate the acceptance of a potential gift in place, the department completes and submits a Gift in Place Review Sheet. Depending on the review outcome, the University may then process a Gift in Place Agreement that is signed by the donor and authorized University representatives.

See below for completion and routing instructions for the Gift in Place Review Sheet.

Gift in Place Review Sheet

The gift in place process is started by the proposing unit or department completing a Gift in Place Review Sheet. Access and download the Gift in Place Review Sheet by going to 30.72.3-4. The Gift in Place Review Sheet must be reviewed and approved by departmental representatives, the donor, and specified preliminary reviewers. After review, this form is submitted to the Contracts Office in the Office of Finance and Administration.

After the Gift in Place Review Sheet is properly completed and submitted, the Contracts Manager records the administration's decision on the form and returns the form to the requester and sends copies to the reviewers, the donor, and Human Resource Services. If the project is recommended for acceptance, the Contracts Manager initiates the preparation of a Gift in Place Agreement.

Gift in Place Agreement

A Gift in Place Agreement must be completed before a gift in place may be constructed or accepted. The Gift in Place Agreement details the nature of the facility the donor wishes to design, construct, and donate to the University. It memorializes the donor's obligations regarding the gift in place, particularly as to the design and construction of the facility.

The Gift in Place Agreement must be routed to and approved by the appropriate University approving officials, as determined on a case-by-case basis. The Gift in Place Agreement must be signed by the donor and a University official with delegated signature authority authorizing him or her to sign Gift in Place Agreements.

NONCOMPLIANCE

If a department or unit purports to accept as a gift a completed facility without complying with this gift in place policy and procedure, the unit or department may be required to mitigate the damages, which may include paying for the cost to remove or modify the facility. Such a department or unit may also bear any other costs associated with the unapproved transaction. In addition, University personnel may be subject to disciplinary action for policy violations.

GIFT IN PLACE REVIEW SHEET

Departments are to complete and submit the Gift in Place Review Sheet in accordance with instructions above and on the form.

See the PDF form:
30.72.3-4: Gift in Place Review Sheet
Complete and/or print as required.

Procedures, Records, and Forms – BPPM Revision Memo 392

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BPPM Revision Memorandum

DATE:	February 8, 2012
FROM:	Office of Procedures, Records, and Forms
TO:	Manual Users
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Three Hundred Ninety-Two

This BPPM revision includes the following changes:

WSU Receipts 30.52

This revision updates the name and location of the cashier function within University Receivables. It also clarifies inventory responsibilities of the primary individual when WSU Receipt form supplies are depleted.

Departmental Payroll Processing 55.22

This minor amendment updates the following procedures:

Authorized department personnel use the Administrative Information Systems (AIS) applications, DEPPS and HEPPS, to authorize allowance payments.
In order to receive notifications from Payroll Services, each authorized user must have her or his e-mail address included in the WSU Electronic Phonebook and e-mail forwarding enabled.
Personnel actions are now processed through the online Personnel/Position/Payroll Electronic Routing Management System (PERMS).

Employment Eligibility Verification--USCIS Form I-9 60.04

This housekeeping change emphasizes the importance of compliance with the federal documentation verification requirement for new employees.

Layoff--Civil Service Employees 60.37

This minor amendment updates the following:

The description of the choices that permanent and project employees are given after notification of layoff.
The term "occupational category" is changed to "class series," in accordance with current language used by the Washington Department of Personnel.
Scheduled cyclic leave without pay (LWOP) is now deducted from the calculation of an employee's seniority. Military leave without pay is the only exception to the deduction of days of LWOP from an employee's layoff seniority calculation.

Employee Departure Procedures 60.74

This revision adds requirements for departments to complete additional items for employees who are principal investigators (PIs) leaving University employment.

This change adds Part C procedures (for PI departures) to the section text and a Principal Investigator Departure Checklist addendum to the Departure Checklist form on 60.74.7-8. (Departments are to also complete the items in Parts A and B for PI departures.)

Cellular Telephones 85.45

This minor amendment adds a clarifying note regarding how an employee's annual salary is calculated for purposes of determining eligibility to receive a cellular telephone allowance.

Return to the Policies and Procedures Manuals home page.

Procedures, Records, and Forms – BPPM Revision Memo 393

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BPPM Revision Memorandum

DATE:	February 15, 2012
FROM:	Office of Procedures, Records, and Forms
TO:	Manual Users
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Three Hundred Ninety-Three

This BPPM revision includes the following changes:

Recruitment and Selection of Faculty Personnel 60.11

This revision removes the requirement for departments to submit Biographical Data Sheets for faculty appointments.

Biographical Data for Faculty 60.13

This section and the accompanying Biographical Data Sheet form are removed from the BPPM.

Personnel/Position/Payroll Electronic Routing Management System (PERMS) 60.25

This revision:

Updates the procedures for entering critical biographical data elements for new employees. Departments must access the Campus Community module in the zzusis portal to enter such data prior to completing personnel transactions in PERMS.
Removes the list of immigration status codes and directs users to 60.05.
Updates the list of University location codes.
Updates the list of University tenure area numbers.
Removes the requirement for departments to submit Biographical Data Sheets for new faculty.

Return to the Policies and Procedures Manuals home page.

Procedures, Records, and Forms – BPPM Revision Memo 394

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BPPM Revision Memorandum

DATE:	February 24, 2012
FROM:	Office of Procedures, Records, and Forms
TO:	Manual Users
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Three Hundred Ninety-Four

This BPPM revision includes the following changes:

Table: July 1, 2011 - June 30, 2015 Holiday Schedule 60.76.2

This revision updates the Holiday Schedule for July 1, 2011 through June 30, 2015. The revision adds a notation regarding the closure of all nonessential business operations and associated buildings at the applicable locations during the period between the Christmas holidays and New Year's Day, which is generally the last week of December ("December Closure").

Table: WSU Extension Offices Calendar Year 2012 Holiday Schedule 60.76.3-4

This revision updates the WSU Extension Holiday Schedule.

Return to the Policies and Procedures Manuals home page.

Procedures, Records, and Forms – BPPM Revision Memo 395

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BPPM Revision Memorandum

DATE:	March 7, 2012
FROM:	Office of Procedures, Records, and Forms
TO:	Manual Users
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Three Hundred Ninety-Five

This BPPM revision includes the following changes:

Use of University Property 20.35

This minor amendment clarifies the policy regarding use of University property for political activity.

Form: Data Warehouse Access Request 85.48.4

This minor form revision adds check boxes to request the move of an existing repository and/or to request a subscription to data warehouse mailing lists.

Speaker Travel and Speaker Fees 95.25

This minor amendment updates the direct buy limit from $3500 to $5000, in accordance with current policy.

Return to the Policies and Procedures Manuals home page.

45.70_Experimental_Use_of_Pesticides.htm

Posted in:RESEARCH

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OVERVIEW

State law requires that University personnel who use experimental use pesticides (EUPs) operate under individual state or federal permits or the University's collective Experimental Use of Pesticides permit issued by the Washington Department of Agriculture (WSDA).

The Office of Research is responsible for ensuring University compliance with state collective experimental pesticide permit restrictions.

This section sets forth requirements that applicable colleges, departments, and researchers must follow in order to comply with the conditions of the individual and/or collective use permits. See also 45.65, 45.67, and 45.69 for additional requirements regarding pesticide use.

Applicability

The requirements in this section apply to colleges and/or departments that have personnel who perform research using experimental pesticides or registered pesticides in experimental situations. The collective permit covers research activities by all WSU personnel at all locations.

Applicable research may be conducted in fields or greenhouses, on University property, or on private land. Experimental pesticides are defined as unregistered active ingredients including natural products acting as pesticides. Use of registered pesticides in experimental situations is further defined under "Types of Experimental Use" below.

REQUIREMENTS

Experimental-Use Pesticides

The transportation, licensing, supervision, use, and storage of experimental-use pesticides are regulated in the same manner as registered pesticides. (See WAC 16-228.)

Definition

The term "experimental-use pesticide," or EUP, is used to describe the following:

A pesticidal active ingredient which has not yet been registered by EPA. Such ingredients may also be referred to as "numbered compounds," in recognition that such products do not always have common chemical names or trade names at this point.

An unregistered test use of a registered product. The use itself is experimental while the active ingredient is not.

Permits are required for both EUP ingredients and EUP uses.

Supplier Information

Personnel are to request the following information and documentation from suppliers of experimental pesticide material:

The common chemical name of the active ingredient,

A Material Safety Data Sheet (MSDS) for the product,

The signal word used to complete the U.S. Environmental Protection Agency (EPA) registration process, and

The use classification (general or restricted) that is likely to be assigned by the EPA during the registration process.

Types of Experimental Use

There are two types of experimental uses:

Use of an active ingredient that is not yet registered by the EPA nor exempt from registration; and

Use of an active ingredient that is registered with the EPA, but:

The crop or type of site being tested is not included on the label, or

The use rate is higher than that listed on the label, or

The application timing is outside of label directions, or

The number of applications are more frequent than the label allows, or

The pre-harvest interval is shorter than allowed by the label, or

The tests conducted use an application method that is forbidden by the label.

Both types of experimental uses require permits, either state or federal, before the applications and/or tests are made. Laboratory testing of pesticides in the two experimental use categories listed above is allowed under state permits only.

The use of experimental-use pesticides (EUP) in Washington State requires a permit for all field applications, regardless of plot size. See above for definition of EUP.

Transgenic Plants

Personnel working with transgenic plants that are considered to be pesticides, but are not yet registered or exempted from registration by EPA, must handle such plants in the same manner as any other experimental pesticide. See 45.65.2.

Organic Production Systems

Personnel testing microbial or organic materials for pest control/management purposes must first determine whether or not the materials fall within the legal definition of a pesticide. See 45.65.2 for definition. If yes, the personnel must follow the same procedures and EUP permit requirements described below.

Employees are responsible for ensuring that pesticide use and recommendations on certified organic lands are in accordance with all regulations that govern pesticides as well as those that govern organic certification. See the U.S. Department of Agriculture (USDA) National Organic Program regulations (7 CFR 205).

Bioengineered Plants

Personnel working with bioengineered plants containing plant-incorporated protectants (PIPs) that are not registered or exempted from registration by EPA must obtain an individual EUP permit or work under the collective EUP permit described below. (See 45.65.2 for the definition of PIPs.)

Personnel working with any bioengineered plants are required to register with the Institutional BioSafety Committee (IBC) prior to initiating research, regardless of whether or not the plants contain PIPs. For further information, see the Office of Research Assurances Biosafety website at:

http://www.bio-safety.wsu.edu/biosafety/

Types of Permits

Three types of permits are available to University personnel:

Federal EUP permit

State of Washington individual EUP permit

State of Washington collective EUP permit

Federal EUP Permit

A federal EUP permit is required for terrestrial sites of ten acres or more or aquatic sites of one acre or more that are treated with a single active ingredient. The acreage does not have to be contiguous, it may even be located in more than one state; the permit requirement is based on total acres treated, not total acres at each research site.

Experimental use permit forms are available from the EPA website at:

http://www.epa.gov/opprd001/forms/8570-17.pdf

State Individual EUP Permit

A state individual EUP permit is required for applications to terrestrial sites up to ten acres in size when using a single active ingredient. Fumigant, aquatic, and residential sites all require either a federal or state individual EUP permit. The acreage does not have to be contiguous; the permit requirement is based on total acres treated, not total acres at each research site.

State individual permit application forms are available from the WSDA website at:

http://agr.wa.gov/PESTFERT/Pesticides/docs/WseupForm4257.pdf

See above regarding federal individual permit application forms.

Fumigant Applications

All fumigant applications of EUPs, regardless of plot size, require individual EUP permits. Individual permit application forms are available from the WSDA website at:

http://agr.wa.gov/PESTFERT/Pesticides/docs/WseupForm4257.pdf

Definition

The term fumigant refers to a chemical whose initial form may be solid, liquid, or gas, but is used in its gaseous state as a pesticide or disinfectant. Fumigants are either volatile chemicals that become gases at relatively low temperatures, around 40 degrees Fahrenheit, or are chemicals that react to produce such a gas (e.g., dazomet and metam sodium converting to methyl isothiocyanate or MITC).

Aquatic Applications

All aquatic applications of EUPs on sites up to one acre in size require individual state aquatic EUP permits. Individual aquatic EUP permit application forms are available from the WSDA website at:

http://agr.wa.gov/PESTFERT/Pesticides/docs/AquaticEupForm4128.pdf

Residential Applications

All residential (structural and landscape) applications, regardless of plot size, require individual EUP permits. Individual permit application forms are available from the WSDA website at:

http://agr.wa.gov/PESTFERT/Pesticides/docs/WseupForm4257.pdf

State Collective EUP Permit

A state collective EUP permit is issued to a single permit holder to allow all personnel of that agency, institution, or business to apply experimental pesticides to a sum total of one acre per active ingredient. The Vice President for Research obtains the collective use permit on behalf of the entire University.

WSU holds one collective EUP that allows researchers working on terrestrial plots less than one acre in size to avoid obtaining individual permits. To view the collective EUP permit, go to the Extension website at:

http://ext.wsu.edu/admin/PDF/Permit.pdf

The collective EUP permit is binding on all personnel. Applications may be made to both WSU lands and to cooperator lands. (See 45.65.4 for definition of cooperator lands.) Only nonresidential, nonfumigant, terrestrial applications are allowed under this permit.

For further guidelines, refer to the Vice President for Research's memorandum regarding experimental use of pesticides. A copy of the memorandum is available from the Extension website at:

http://ext.wsu.edu/admin/PDF/Pesticides.pdf

USDA ARS Personnel

Researchers hired by the U.S. Department of Agriculture (USDA) and given adjunct appointments with WSU are not eligible to work under the University's collective EUP permit. The University encourages individual Agricultural Research Service (ARS) units to apply to WSDA for collective EUP permits.

Permit Compliance

Collective EUP Permit

Personnel operating under the collective EUP permit must comply with the following requirements:

EUP Application Records

University personnel must keep a record of all experimental field applications made under the collective use permit, even those applications made to WSU property. These records must be available to WSDA, if requested. The University has established a central EUP data collection website for collective EUP permit users, which is managed by the Washington State Pest Management Resource Service (WSPRS). The website, which includes data submission instructions, is located at:

http://cru2.cahe.wsu.edu/cEUP/default.aspx

All personnel working under the collective EUP permit are required to submit EUP application records to this site in a timely manner.

Written Permission for Applications

A written permission statement from the landowner/land manager is required for applications on a cooperator's land. A copy must be submitted to the Pesticide Coordinator.

Storage Time Limitation

Storage time limit for experimental products is three years from the end of the research trial. The products must then be returned to the supplier. Personnel are not allowed to dispose of the material through the WSDA Waste Pesticide Program or the WSU EH&S Hazardous Waste Program.

Research Limitations

Only research conducted for the purpose of obtaining a pesticide registration or label modification is covered by this permit.

Crop Tolerance or Destruction

All treated food or animal feed resulting from crop applications must have an existing tolerance which is greater than anticipated residues from the application, or be destroyed (e.g. lab testing, burning, landfill, plowing under).

Personnel must include a statement detailing the date and method of crop destruction in the final application record. A list of existing tolerances may be generated using the FASonline Maximum Residue Level (MRL) Database at:

http://www.mrldatabase.com

Definition

Tolerance is defined as the maximum legal allowable limit for residues of a pesticidal active ingredient (or its metabolites) on food, feed, or fiber crops. Another term, used widely outside the US, is maximum residue level, or MRL. Residue values are usually expressed at parts per million (ppm) levels. Tolerances are set by individual countries and may vary from one country to another.

Result Summaries

Personnel must submit summaries of experimental results to the central data collection website at the end of the research trial.

Environmental Effect Reports

Personnel are to immediately report any serious adverse environmental effects resulting from an application to the WSDA; telephone (360) 902-2030.

Personnel are to submit a summary of the effects to the central data collection website with the final application record. (See above.)

Disclaimer Language for Reports on EUP Work

In situations where personnel are reporting the results of research trials, the reports or presentations must include an appropriate disclaimer when discussing unregistered pesticides or unregistered uses of registered pesticides. Research trial reporting includes, but is not limited to:

Slide presentations to growers,

Poster presentations at commodity meetings, and

Web posting of field trial reports.

The WSDA has approved the following language for use in all WSU research trial presentations:

Some of the pesticides discussed in this presentation were tested under an experimental use permit granted by WSDA. Application of a pesticide to a crop or site that is not on the label is a violation of pesticide law and may subject the applicator to civil penalties up to $7,500. In addition, such an application may also result in illegal residues that could subject the crop to seizure or embargo action by WSDA and/or the U.S. Food and Drug Administration. It is your responsibility to check the label before using the product to ensure lawful use and obtain all necessary permits in advance.

Personnel must use the disclaimer, in its entirety, when presenting information on experimental uses to user groups or in venues where user groups make up the bulk of the participants.

ADVISORY GUIDELINES

In addition to the policies and procedures regarding pesticides in 45.65, 45.67, and 45.69, refer to the advisory guidelines which are available on the WSU Employee Resources of the Washington State Pest Management Resources website at:

http://extension.wsu.edu/wsprs/Pages/Employees.aspx

The advisory guidelines include, but are not limited to:

Contacts (for questions and assistance)

Information for WSU Employees Working in Oregon and Idaho Test Plots

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OVERVIEW

Applicable colleges, departments, researchers, and volunteers must follow the requirements in this section to comply with state and federal laws regarding the use of registered pesticides. Registered pesticides are defined as pesticides which are registered for use with both the U.S. Environmental Protection Agency (EPA) and the Washington State Department of Agriculture (WSDA), or just registered with the WSDA.

This section provides requirements and procedures regarding:

Pesticide licenses;

Chemical safety;

Worker protection standards; and

Recordkeeping.

See below for a link to advisory guidelines which supplement this policy.

MASTER GARDNER PROGRAM

Volunteers may not apply anything other than home-and-garden pesticides to WSU property. Coordinators who oversee Master Gardner (MG) gardens on WSU lands work with the local Research and Extension Center directors for access to licensed personnel who apply pesticides on their behalf. NOTE: All posting requirements must be met. Careful scheduling of applications to gardens with public access must be a priority.

Coordinators who oversee MG gardens in city or county parks are highly encouraged to have written agreements with city or county park agencies. If WSU applies pesticides to an MG garden, the agreement should provide that WSU is to maintain the area and that WSU is in control and possession of the demonstration garden for the purpose of such maintenance. The MGs may then be able to apply general use pesticides using non-powered equipment. The agreement should also provide that the city or county agency is responsible for applying pesticides if those pesticides are not general use pesticides or if powered equipment is to be used for the application.

PESTICIDE LICENSE REQUIREMENTS

The University encourages any employee who advises on or works with pesticides to obtain and maintain a pesticide license in order to demonstrate her or his level of professional competency.

Personnel must obtain valid WSDA pesticide licenses prior to conducting the following types of work in the state of Washington:

Work activities that fall under the WSDA requirements for a public consultant or public operator (see WAC 16-228);

Application of restricted-use pesticides (RUP);

Application of use-restricted pesticides (URP); and/or

Application of general use pesticide products through powered equipment.

See RCW 17.21.020 and WAC 16.228.1010 for definitions.

If personnel are not licensed, a licensed public operator must be within eyeshot and earshot and supervise the application at all times.

The University expects personnel applying pesticides to field plots in other states to obtain all necessary licenses or permits required by such states in advance of the applications.

Applicability

The pesticide licensing requirements apply to those who engage in the work activities listed above at locations including, but not limited to, all demonstration gardens (e.g., Discovery Gardens), research plots, greenhouses, and general grounds and farm maintenance at any WSU location. Licenses are also required for application of restricted-use pesticides (RUP) or use-restricted pesticides (URP) on cooperator lands. (See 45.65 for definition of cooperator lands.)

References

Supervisors and unit heads must verify that appropriate licenses are held by subordinates in their respective areas. WSDA maintains a licensing search website which allows users to verify that a license has been issued to any particular individual or business. To access the WSDA Licensing Search website, go to:

http://agr.wa.gov/pestfert/licensinged/search/default.aspx

Alternatively, supervisors and unit heads may contact the Pesticide Coordinator for assistance.

Public Operator

Faculty, staff, and students must have public operator licenses with appropriate endorsement categories for the applicable specific work areas in order to:

Apply restricted-use pesticides (RUP);

Apply use-restricted pesticides (URP); or

Apply general use pesticides through powered equipment.

See RCW 17.21.220 and WAC 16-228-1545.

Faculty, staff and students must pass appropriate exams in order to obtain license endorsements.

A public operator license with appropriate endorsements allows the user to work in the following capacities:

Applicator;

Supervisor for unlicensed personnel; and

Public consultant.

Personnel who carry public operator licenses do not need to carry both public operator and public consultant licenses.

A licensed public operator may supervise unlicensed personnel only when he or she is physically present at the work site and in constant eye and ear contact during the application.

NOTE: Research faculty who apply general use pesticides through powered equipment only to their research plots are exempt from the public operator license requirement.

Public Consultant

Faculty, staff, and students who, as WSU representatives, recommend the use of non-home-and-garden pesticides must have public consultant licenses with appropriate endorsement categories for the specific areas in which they work. Faculty, staff and students must pass appropriate exams to obtain license endorsements. See RCW 17.21.220 and WAC 16-228-1545.

NOTE: A consultant license does not allow the individual to apply pesticides or supervise the use of pesticides by another person. A researcher who gives use instructions to a licensed technician must have an operator license, not a consultant license.

The University advises individuals working with plant growth regulators to obtain license endorsements in either the agricultural weed or the ornamental weed categories.

CHEMICAL SAFETY

Each unit is responsible for creating and maintaining safe and healthy work environments. The University's Environmental Health and Safety (EH&S) department provides technical assistance to units on a variety of workplace safety topics, including chemical safety.

Cholinesterase Monitoring

Supervisors of pesticide handlers who use toxicity class I or II organophosphate or N-methyl-carbamate pesticides must contact EH&S for assistance in complying with state cholinesterase monitoring requirements. NOTE: Medical monitoring is also referred to in state rules and University policies as medical surveillance.

Further details regarding the state rules are available on the Washington State Department of Labor and Industries (L&I) Cholinesterase Monitoring website at:

http://www.lni.wa.gov/Safety/Topics/AtoZ/Cholinesterase/default.asp

Related Safety Resources

In addition to applicable sections in the Safety Policies and Procedures Manual (SPPM), EH&S provides advisory fact sheets regarding:

Restricted entry;

Hazard communication (see also SPPM 5.10 and 4.12);

Heat-related illness (see also SPPM 3.44);

Respirator fit (see also SPPM 3.24), and

Other related topics.

HTML and PDF versions of the advisory fact sheets are available at the EH&S Factsheets website at:

http://ehs.wsu.edu/training/EHS-Factsheets.html

Chemical safety information is also available from the L&I website at:

http://www.lni.wa.gov/Safety/default.asp

WORKER PROTECTION STANDARDS

The federal government enacted the Worker Protection Standards (WPS) (40 CFR 170) to protect workers (faculty, staff, and volunteers) from occupational exposure to agricultural pesticides. Both WSDA and L&I conduct compliance audits for WPS.

The key feature of this legislation is that use of any pesticide which carries an "Agricultural Use Requirement" section on the label requires compliance with the WPS. Such labeling is also referred to as WPS labeling. For purposes of the WPS, the University is viewed as an agricultural establishment growing agricultural plants if any unit, college, or farm uses a pesticide product which carries the WPS/Agricultural Use Requirement labeling.

Under WPS, employees are divided into two categories.

Pesticide Handlers. A pesticide handler is defined as anyone who mixes, loads, or applys pesticide, or who cleans and repairs pesticide application equipment.

Pesticide Workers. A pesticide worker is defined as anyone who works in plant production (e.g., watering, irrigating, pruning) in an area where a pesticide application was made within the last 30 days using a product containing WPS labeling.

Educational facilities are clearly covered in WPS interpretive guidelines. Although WPS compliance is not required when employees perform landscape maintenance duties, or when researchers use unregistered pesticides (i.e., numbered compounds), supervisors must promote safe work environments in all cases. (NOTE: Other L&I standards cover employees performing landscape maintenance. See WAC 296-62.)

Summary of Worker Protection Requirements

Additional WPS information is available on the WSDA Worker Protection website at:

http://agr.wa.gov/PestFert/Pesticides/WorkerProtection.aspx

Protection During Applications

Applicators are prohibited from applying pesticides in ways that expose workers or other persons. Workers must be excluded from areas while pesticides are being applied.

Restricted-Entry Intervals

Restricted-entry intervals must be specified on all agricultural plant pesticide product labels. Workers are excluded from entering a pesticide-treated area during the restricted entry interval, with few narrow exceptions. There is a no-entry period for workers of four hours after application for all products with WPS labeling; this means no early entry, unless the workers are wearing personal protective equipment (PPE). (See below.)

Personal Protective Equipment

Units must provide and maintain PPE for handlers and early-entry workers. The PPE must meet label requirements.

NOTE: Employees wearing respirators, including N95s (particulate-filtering facepiece respirators), must comply with the requirements of the University's respiratory protection program (SPPM 3.24). The respiratory protection program requirements include medical clearance, fit-testing, and training. Supervisors may contact EH&S to determine if unit employees need to be included in the respiratory protection program.

Notification of Workers

Units must notify workers about treated areas in order to avoid inadvertent exposures.

Decontamination Supplies

Units must provide access to the following decontamination supplies for personnel who may be exposed to pesticides.

All Employees

Units must provide water, soap, and single-use towels in quantities sufficient to meet the needs of all employees. Units must ensure that the quality and temperature of any water available to workers will not cause illness or injury upon contact with skin or eyes or if swallowed. Decontamination supplies must be:

Located together,

Reasonably accessible, and

Not more than one-quarter mile from work location.

Workers

Units must provide adequate water for routine washing and emergency eye flushing for all pesticide workers. (See SPPM 5.15.)

Handlers

Units must provide adequate water for all pesticide handlers to enable:

Routine washing,

Emergency eye flushing, and

Washing the entire body in case of an emergency.

Units must provide at least ten gallons of water for one employee and twenty gallons of water for two or more employees at mixing and loading sites that do not have running water. (See also SPPM 5.15.)

Emergency Assistance

Units must make transportation to a medical care facility available to any worker or handler who may have been poisoned or injured.

Units must provide information to the employee and the medical attendant regarding the pesticide to which the employee may have been exposed.

Pesticide Safety Posters

Units with personnel who use or may be exposed to pesticides are required to display a pesticide safety poster. Pesticide safety posters are available for purchase from the website of the EPA Pesticide Programs' official vendor, Gempler's, at:

http://www.gemplers.com

Pesticide Safety Training

Units must ensure that all pesticide workers and handlers complete pesticide safety training. Supervisors are responsible for providing and documenting the training. (See below and below.)

Training for Workers

Pesticide safety training for workers must include, at a minimum, the following information:

Where and in what form pesticides may be encountered during work activities;

Hazards of pesticides resulting from toxicity and exposure, including acute and chronic effects, delayed effects, and sensitization (MSDSs must be provided; see SPPM 5.10);

Routes through which pesticides can enter the body;

Signs and symptoms of common types of pesticide poisoning;

Emergency first aid for pesticide injuries or poisonings;

How to obtain emergency medical care;

Routine and emergency decontamination procedures, including emergency eye flushing techniques;

Hazards from chemigation (i.e., application of pesticides through irrigation) and drift;

Hazards from pesticide residues on clothing; and

Warnings about taking pesticides or pesticide containers home.

(WAC 296-307-12040)

Training for Handlers

Pesticide safety training for handlers must include, at a minimum, the following information:

Format and meaning of information contained on pesticide labels and in labeling, including safety information such as precautionary statements about human health hazards;

Hazards of pesticides resulting from toxicity and exposure, including acute and chronic effects, delayed effects, and sensitization;

Routes through which pesticides can enter the body;

Signs and symptoms of common types of pesticide poisoning;

Emergency first aid for pesticide injuries or poisonings;

How to obtain emergency medical care;

Routine and emergency decontamination procedures, including emergency eye flushing techniques;

Need for and appropriate use of personal protective equipment;

Prevention, recognition, and first aid treatment of heat-related illness;

Safety requirements for handling, transporting, storing, and disposing of pesticides, including general procedures for spill cleanup;

Environmental concerns such as drift, runoff, and wildlife hazards;

Warnings about taking pesticides or pesticide containers home.

(WAC 296-307-13025)

Access to Labeling and Site Specific Information

Units must inform handlers and workers of pesticide label requirements. Units must post information regarding recent pesticide applications (within the last 30 days) in central locations.

RECORDKEEPING REQUIREMENTS

This section (45.69) gives instructions for recordkeeping following application of registered pesticides for registered uses. A following section, 45.70, describes recordkeeping requirements following application of unregistered pesticides or registered pesticides used in an experimental manner.

All licensed applicators who apply pesticides at any location, and all persons applying pesticides to more than one acre of agricultural land in a calendar year, must keep records of such applications.

Registered pesticide application records must be:

Completed on the same day that the pesticide is applied;

Submitted to the WSDA when requested;

Retained for seven years from the application date (see 90.01);

Maintained in individual unit or local land use committee files; and

Provided for inspection upon request.

See 90.01 for further information regarding University records retention requirements.

Recordkeeping Forms

Personnel may either use appropriate WSDA recordkeeping forms or may design a custom form using the required elements and submit it to WSDA for advance approval. The unit or committee retains the WSDA's approval letter with the application records. WSDA recordkeeping forms are available from the WSDA Compliance Activites website at:

http://agr.wa.gov/pestfert/Pesticides/ComplianceActivities.aspx#ApplicRecForms

Refer to RCW 17.21.100 for a list of the required report elements.

The advantage of designing a form is that it allows the researchers to customize the form to fit with existing experimental design records or clientele reporting requirements.

ADVISORY GUIDELINES

Several advisory guidelines supplement the policy information. The advisory guidelines are available on the WSU Employee Resources section of the Washington State Pest Management Resources website at:

http://extension.wsu.edu/wsprs/Pages/Employees.aspx

The advisory guidelines include, but are not limited to:

Contacts (for questions and assistance)

Information for WSU Employees Working in Oregon and Idaho Test Plots

Frequently Asked Questions (FAQs) about Pesticide Uses

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POLICY

The WSU Pesticide Policy governs pesticide handling, use, advice, consultation, instruction, and experimentation at or for Washington State University. The policy and accompanying procedures are designed to provide information to ensure that individuals and departments are in compliance with state and federal laws.

The entire WSU Pesticide Policy is divided into four Business Policies and Procedures Manual (BPPM) sections covering:

Policy overview (see this section, 45.65);

Pesticide recommendation procedures (see 45.67);

Registered pesticide use procedures (see 45.69); and

Experimental use of pesticides procedures (see 45.70).

Implementation

The Office of the Vice President for Research and Dean of the Graduate School is primarily responsible for University compliance with state and federal experimental pesticide restrictions and requirements.

The Washington State Pest Management Resource Service (WSPRS) is responsible for operational oversight and assistance to departments regarding compliance with state and federal pesticide restrictions and requirements. The University's Pesticide Coordinator, who is the Director of the WSPRS, also serves as the designated authority for review and approval of pesticide recommendations.

The Department of Environmental Health and Safety (EH&S) is responsible for overseeing activities related to structural and public health pest control at WSU. Specific details are located in Safety Policies and Procedures Manual (SPPM) 6.30.

Applicability

The WSU Pesticide Policy applies to all colleges, departments, personnel, and contractors who:

Use, handle, and apply pesticides,

Advise anyone on pesticide use and handling, and/or

Perform research on experimental pesticides or experimental use of registered pesticides.

Personnel

For purposes of this policy, the term "personnel" is defined as all administrators, faculty members, students, researchers, support personnel, volunteers, and any other persons working for WSU, with or without compensation.

Compliance Required

All WSU colleges, departments, and personnel must comply with federal and state law governing pesticides and the WSU Pesticide Policy published in 45.65, 45.67, 45.69, 45.70. NOTE: Nothing in these BPPM sections is to be construed as being less restrictive than federal or state law.

All WSU colleges, departments, and personnel must also comply with federal and state law governing the recycling, disposal, and storage of pesticide wastes. See Safety Policies and Procedures Manual (SPPM) sections 5.66 and 5.68.

Scope

Pesticide is broadly defined. Whether a substance is a pesticide is based on the use rather than the chemical or physical components of the substance. Under Washington law (RCW 15.58.030):

"Pesticide" means, but is not limited to:

"(a) Any substance or mixture of substances intended to prevent, destroy, control, repel, or mitigate any insect, rodent, snail, slug, fungus, weed, and any other form of plant or animal life or virus, except virus on or in a living person or other animal which is normally considered to be a pest or which the director may declare to be a pest;

"(b) Any substance or mixture of substances intended to be used as a plant regulator, defoliant or desiccant; and

"(c) Any spray adjuvant."

Pesticides include the following:

Bioengineered and Transgenic Plants

Plants that are bioengineered and/or genetically-modified (transgenic) to contain a plant-incorporated protectant (PIP). A PIP is a pesticidal substance intended to be produced or used in a living plant or in the produce of a living plant. A PIP includes the genetic material necessary to produce the pesticidal substance and any inert ingredients in the plant or its product.

Personnel must handle plants that include a PIP in the same manner as any other pesticide, even if the plants are not yet registered as a pesticide with the U.S. Environmental Protection Agency (EPA).

Prior to initiating research with any bioengineered or transgenic plants, personnel must register the research for review and approval with the Institutional BioSafety Committee (IBC). For further information, see the IBC website at:

http://www.bio-safety.wsu.edu/

Organic Pest Controls

Organic pesticides include bacteria, viruses, and fungi that are classified as pesticides based on use, not origin. Pesticides approved for organic gardening or farming are regulated in the same manner as conventional pesticides. All sections of this policy and the related state and federal law apply to "organic" or "natural" pesticides. The requirements for licensing, pesticide recommendations, use, storage, and disposal are applicable to "organic" pesticides.

Personnel testing organic materials for pest control/management purposes should first determine whether the materials fall within the legal definition of a pesticide. (See above.) If yes, personnel must follow the same procedures and experimental use pesticide (EUP) requirements described below and in 45.70.

Personnel have a responsibility to ensure that pesticide use and recommendations on certified organic lands are in accordance with all regulations that govern pesticides, as well as those that govern organic certification. See the U.S. Department of Agriculture (USDA) National Organic Program regulations (7 CFR 205).

Animals

Pesticides include substances used to control certain animals that are classified as pests and to control pests that affect animals. WSU personnel who are involved in pesticide use, consultation, education, or research may find it necessary to work with animals. Prior to initiating research with animals, personnel must seek approval from the Institutional Animal Care and Use Committee (IACUC). For further information, see the IACUC website at:

http://www.iacuc.wsu.edu/

Out of State Use

WSU personnel are required to comply with the law in any state where they perform activities with pesticides. For a brief overview of requirements in Idaho and Oregon, see the advisory guidelines available from the WSU Employee Resources section of the Washington State Pest Management Resource website at:

http://extension.wsu.edu/wsprs/Pages/Employees.aspx

Personnel applying pesticides to field plots in other states are expected to obtain all necessary licenses or permits required by those state prior to the applications.

Licensing Requirements

An individual must obtain a valid Washington State Department of Agriculture (WSDA) license and any necessary endorsements before performing any activity at WSU or on behalf of WSU which requires a license.

Applicable licenses are described below. An individual should check with the WSU Pesticide Coordinator to determine whether the activity he or she performs or wishes to perform requires a license.

Pest Control Consultant License (RCW 15.58.220)

A public employee who recommends the use of non-home and garden pesticides must obtain a public pest control consultant license prior to providing such services. The consultant may be required to obtain additional WSDA endorsements, depending on the categories or areas for which he or she provides recommendations.

A public consultant license does not allow the individual to apply pesticides or supervise the use of pesticides by another person. A researcher who gives use instructions to a licensed technician must have a public operator license, not a public consultant license. (See below.)

Individuals working with plant growth regulators should obtain license endorsements in either the agricultural weed or ornamental weed categories.

Public Operator License (RCW 17.21.220)

A WSU employee must obtain a public operator license to use or to supervise the use of any restricted use pesticide by any means or any general use pesticide applied by powered equipment on public or private property.

Government Research Personnel (RCW 17.21.203)

A faculty member with at least a 50 percent research appointment who only applies general use pesticides through powered equipment to her or his research plots is exempt from the public operator license requirement. NOTE: A researcher giving use instructions to a licensed technician must have a public operator license.

Applications Requiring a License

Personnel must obtain valid licenses before any application of any:

Restricted use pesticides,

Use restricted pesticides, or

General use pesticides applied with powered equipment.

See RCW 17.21.020 and WAC 16.228.1010 for definitions.

If personnel are not licensed, a licensed public operator must remain within eyeshot and earshot of anyone applying the pesticide types listed above and must supervise the application at all times. This requirement applies to applications in locations including, but not limited to, the Discovery Gardens, research plots, greenhouses, and general grounds, and to farm maintenance at any WSU location and on cooperator lands. (Cooperator lands are defined as lands owned by private or non-WSU public entities which are provided for University research use.)

Verifying Licenses

Supervisors and unit heads must verify that appropriate licenses are held by subordinates in their respective areas. A searchable list of licensed individuals is available from the WSDA website at:

http://agr.wa.gov/pestfert/licensinged/search/default.aspx

Recommendation Standards

Recommendations in Publications

To ensure compliance with legal requirements, authors must obtain the applicable approvals for all publications (including webpages, social media, and blogs). See 45.67 regarding required approval procedures.

Recommendations for "Off-Label" Use

It is a violation of law for WSU personnel to give any advice or recommendations inconsistent with the current label on a pesticide product. (RCW 15.58.150)

However, federal and state laws do allow specified label deviations (also referred to as "allowable off-label use"). See 7 USC 136(ee), WAC 16-228-1225, and BPPM 45.67 for details regarding such exceptions.

Recommendations for Home Remedies

"Home remedies" and the like are not labeled as pesticides. However, University personnel may not recommend home remedies unless the personnel have adequate scientific data to support the home remedies and approval from the Pesticide Coordinator. See 45.67.

Application Records

All licensed applicators who apply pesticides, and all persons who apply pesticides to more than one acre of agricultural land in a calendar year, must keep records of those applications. Applicators must complete application records on the same day that the pesticide is applied.

Application records must be retained for seven years from the date applied. (See RCW 17.21.100 and BPPM 90.01.) The records should be housed in individual unit or local land use committee files and be available for inspection if requested.

Forms

WSDA application record forms are available from the Recordkeeping section of the WSDA Compliance Activities website at:

http://agr.wa.gov/PestFert/Pesticides/ComplianceActivities.aspx#Recordkeeping

Departments must submit customized forms to the WSDA for approval prior to use. The WSDA's approval letter must be kept with the application records.

Experimental Use of Pesticides

Experimental use of pesticides requires a permit and use of protocols to prevent plants and foods on which the pesticide was used from entering the stream of commerce. See 45.70 and WAC 16-228-1460.

See 45.70 for the definition of an experimental-use pesticide (EUP).

Safety

Each unit must create and maintain a safe and healthy work environment.

Technical Assistance

Technical assistance is available from EH&S on a variety of topics. Personnel may download PDF versions of fact sheets for restricted entry, hazard communication, heat-related illness, respirator fit, and other related topics from the EH&S Factsheets website at:

http://ehs.wsu.edu/training/EHS-Factsheets.html

Additionally, information is available from the Washington State Department of Labor and Industries (L&I) website at:

http://www.lni.wa.gov/Safety/default.asp

Worker Protection Standards (WPS)

Any pesticide used that carries an "Agricultural Use Requirement" section on the label requires compliance with the Worker Protection Standards (WPS) law. (See WAC 16-233 and 40 CFR 170.)

The University is viewed as an agricultural establishment growing agricultural plants if the pesticide product in use carries the WPS/Agricultural Use Requirement labeling.

SUPPLEMENTARY GUIDELINES

Several advisory guidelines supplement the policy information. The advisory guidelines are available from the WSU Employee Resources section of the Washington State Pest Management Resource website at:

http://extension.wsu.edu/wsprs/Pages/Employees.aspx

The advisory guidelines include, but are not limited to:

Contacts (for questions and assistance)

Information for WSU Employees Working in Oregon and Idaho Test Plots

Case Study: Off-Label Recommendations

Frequently Asked Questions (FAQs) about Pesticide Recommendations

Frequently Asked Questions (FAQs) about Pesticide Uses

QUESTIONS

Individuals are to direct questions to their supervisors or to personnel listed as advisory contacts.

45.67_Approval_to_Make_Pesticide_Recommendations.htm

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OVERVIEW

Prior to making any written or spoken pesticide recommendations to any user group, personnel must meet specific criteria mandated by the designated authority. The University's designated authority for review and approval of pesticide recommendations is the Pesticide Coordinator. The Director of the Washington State Pest Management Resource Service is the University's Pesticide Coordinator.

Unlicensed Employee or Volunteer

An employee or volunteer who does not have a public operator or public consultant pesticide license, and makes spoken recommendations, must exclusively reference approved WSU written materials regarding pesticides registered with the Washington State Department of Agriculture (WSDA) for home and garden use.

Licensed Employee

An employee who has a public operator or public consultant pesticide license with the appropriate endorsements, and who is considered to be an expert in some field of pest management, may make spoken recommendations without having prior approval providing that his or her recommendations are in accordance with label directions or allowable label deviations.

Review and Approval of Recommendations

All written recommendations must undergo formal review and receive approval from the Pesticide Coordinator. Written recommendations may be included in, but are not limited to, bulletins, manuals, crop protection guides, newsletters, posters, brochures, fact sheets, computer software, and web-based materials, including blogs and social media postings.

If required by unit policies, authors obtain approval from the applicable signature authority before sending publications to the Pesticide Coordinator for review.

The Pesticide Coordinator reviews the recommendations in the manuscript, proposed webpage, or proposed social media posting and ensures that the recommendation is consistent with the currently registered label for the pesticide.

After Approval

Once a recommendation is approved, personnel may publish the recommendation in publications, news releases, or other forms of communication without further approval.

No Approval Required

Discussion of pesticides at professional society meetings of scientific peers does not require approval. Publication of scientific studies involving pesticides in scientific journals does not require approval.

APPROVAL PROCESS

New and Revised Written Publications

Extension and CAHNRS Personnel

Authors in the College of Agricultural, Human, and Natural Resource Sciences (CAHNRS) and WSU Extension must send manuscripts or other proposed publications and signed approval forms to the Extension Marketing, News, and Educational Communications coordinator.

See the Extension Marketing, News, and Educational Communications Publishing Process website for publishing instructions and approval forms, at:

http://cahnrsnews.wsu.edu/getting-published/the-publishing-process/

The Extension communications coordinator routes the manuscript to the Pesticide Coordinator for review. The Pesticide Coordinator:

Matches each recommendation with a currently registered label,

Approves the recommendations as written, or

Contacts the author with suggested changes.

For Extension and CAHNRS personnel, the Pesticide Coordinator returns manuscripts and signed approval forms to the Extension Marketing, News, and Educational Communications coordinator for final publication.

Other Departments

Authors in colleges and departments other than Extension and CAHNRS must send manuscripts to the Pesticide Coordinator for review through any required signature authority in their units. If none exists, the authors send manuscripts directly to the Pesticide Coordinator.

Upon approval, the Pesticide Coordinator returns each manuscript and a document of approval to the authors.

Newsletters or Other Time-Sensitive Publications (All Colleges/Departments)

Authors of newsletters or other time-sensitive publications in all colleges and departments are to send the material directly to the Pesticide Coordinator for review. Upon approval, the Pesticide Coordinator returns the material and a document of approval to the authors.

New and Revised Webpages, Sections, and Social Media (All Colleges/Departments)

Authors in all colleges and departments must submit a request for review directly to the Pesticide Coordinator for electronic communications that advise on pesticides, including:

New webpages,

New sections to existing webpages,

Revisions to webpages,

Blogs, and

Social media postings.

The Pesticide Coordinator:

Matches each recommendation with a currently registered label,

Approves the recommendations as written, or

Contacts the author with suggested changes, and

Returns a signed approval form directly to the author.

The authors may publish the new or revised pages, sections, blogs, or social media postings online after receiving approval from the Pesticide Coordinator.

"Home Remedies"

It is a violation of state law for anyone to recommend or give advice regarding a pesticide that is inconsistent with the label of the product. Because home remedies have no labels, it is not against the law to recommend them. However, WSU policy does not allow recommendations unless personnel have adequate supporting scientific data.

Prior to making any home remedy recommendations, personnel must submit supporting data and draft written recommendations to the Pesticide Coordinator for approval.

Exception

Personnel may recommend stale beer traps used for control of garden slugs without review as the beer is considered an attractant for the device and therefore does not fall under the Washington Pesticide Control Act.

Allowable Off-Label Use

Employees are forbidden to knowingly provide information that is inconsistent with label directions unless it is a legal label deviation (allowable off-label use). See below.

State and federal law allow label deviation (also referred to as "allowable off-label use") for the following uses only :

Control for a pest that is not listed on the label. NOTE: The type of pest must be congruent, i.e., an insect pest not listed on an insecticide label or a weed pest not listed on an herbicide label.

Use of other application methods not mentioned on the label, unless specifically prohibited. NOTE: Chemigation must be specifically mentioned on the label to be allowed.

Less chemical per application than the amount listed on the label.

More diluent (usually water) than listed on the label.

Fewer number of applications than listed on the label.

All of these exceptions are provided under federal and Washington State law. (See 7 USC 136(ee) and WAC 16-228-1225.)

If a WSU employee recommends an allowable off-label use of a pesticide, both the employee and the University have represented that the product will work under the stated circumstances. As such, the employee should have supporting scientific data generated by the employee or his or her peers that in his or her professional opinion is sufficient to stand up to examination by a court of law.

MASTER GARDNER PROGRAM

Personnel writing Master Gardner (MG) resource material are reminded to reference home-and-garden-only products. WSU Extension's HortSense and PestSense web sites contain fact sheets that are designed to support MG pest management recommendations.

View the HortSense website at:

http://pep.wsu.edu/hortsense/

View the PestSense website at:

http://pep.wsu.edu/pestsense/

WSU MG program leads who also have public consultant licenses may recommend general use commercial pesticides to members of the general public if circumstances warrant. In such cases, care must be taken so that resource materials describing commercial products do not become mixed with MG resource materials.

MG coordinators must ensure that all MGs working under their supervision have a signed Pest Management Agreement form on file. To obtain copies of the form, see the WSU Extension Master Gardner Program's Required Volunteer Forms website at:

http://mastergardener.wsu.edu/forms.html

MGs are limited to making recommendations for home-and-garden pest management, and limited to products previously approved through the WSU pesticide approval process. Volunteers are not allowed to directly provide pesticide information to the public on behalf of the University unless they are certified MGs.

ADVISORY GUIDELINES

Several advisory guidelines supplement the policy information. The advisory guidelines are available on the WSU Employee Resources section of the Washington State Pest Management Resources website:

http://extension.wsu.edu/wsprs/Pages/Employees.aspx

The advisory guidelines include, but are not limited to:

Contacts (for questions and assistance)

Frequently Asked Questions (FAQs) about Pesticide Recommendations

Case Study: Off-Label Recommendations

Procedures, Records, and Forms – BPPM Revision Memo 396

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BPPM Revision Memorandum

DATE:	April 3, 2012
FROM:	Office of Procedures, Records, and Forms
TO:	Manual Users
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Three Hundred Ninety-Six

This BPPM revision includes the following changes:

The following four new sections comprise the entire WSU Pesticide Policy:

Pesticide Policy Overview 45.65

This new section provides an overview of the WSU Pesticide Policy. The section identifies individual responsibilities, legal issues and other background information, and provides applicable definitions.

Approval to Make Pesticide Recommendations 45.67

This new section provides procedures and requirements for obtaining approval to make pesticide recommendations.

Use of Registered Pesticides 45.69

This new section provides requirements regarding pesticide licenses, chemical safety, worker protection standards, and recordkeeping related to pesticide use.

Experimental Use of Pesticides 45.70

This new section provides requirements regarding experimental use of registered pesticides and experimental-use pesticides (EUPs).

Return to the Policies and Procedures Manuals home page.

Procedures, Records, and Forms – BPPM Revision Memo 397

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BPPM Revision Memorandum

DATE:	May 11, 2012
FROM:	Office of Procedures, Records, and Forms
TO:	Manual Users
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Three Hundred Ninety-Seven

This BPPM revision includes the following changes:

Recruitment and Selection of Classified Positions 60.18
Personnel/Position/Payroll Electronic Routing Management System (PERMS) 60.25

The minor clarification to both sections specifies that the effective date for a classified employee appointment is the day the employee begins work.

Department Orders 70.07

This revision:

Clarifies the policy regarding the circumstances that require the creation of Department Orders.
Updates the direct buy limit.
Updates the list of goods and services which may not be purchased with Department Orders.
Updates the procedures for completing Department Orders.
Changes the department which creates vendor numbers from Purchasing Services to Accounts Payable.
Removes the WSU General Terms and Conditions from this BPPM section. Users are referred to the Purchasing Services website for access to the Terms and Conditions.
Removes the "Computer Down" procedures.

Return to the Policies and Procedures Manuals home page.

95.55_International_Travel_Registry.htm

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OVERVIEW

The International Travel Registry is an online registration system that provides WSU with a secure means of documenting international travel plans for undergraduate and graduate students participating in not-for-credit travel for WSU-related activities.

International travel is defined as travel to any non-U.S. location outside of the 50 states (including Hawaii, Alaska, and District of Columbia) and the U.S territories (Puerto Rico, Guam, U.S Virgin Islands, Northern Mariana Islands, American Samoa, and Swains Island).

Applicability

This policy pertains to all students traveling as individuals or in groups, with or without University funding, for any WSU-sponsored, WSU-administered, or WSU-related not-for-credit activity or program. Such activities and programs include, but are not limited to:

International internships;

Research;

Service learning or civic engagement; and

Other educational, co-curricular, or business opportunities.

For-Credit International Travel

Students participating in for-credit international travel refer to the application and documentation procedures for study abroad, which are available through the Office of International Programs (IP).

Administration

IP maintains the online International Travel Registry and oversees the accompanying registration process.

Goals

The goals of the International Travel Registry are to:

Document all international travel by WSU students for not-for-credit WSU educational and/or business activities approved by department chairs, deans, and other unit authorities.

Ensure the capability for timely communication between WSU and relevant parties in the event of an emergency or other unforeseen event.

Assist travelers with preparations for a safe experience, including:

Registering with the U.S. Department of State (for U.S. citizens and permanent residents);

Obtaining information about the Department of State's Travel Warning and Travel Alert system; and

Obtaining information about insurance coverage that includes medical evacuation and repatriation benefits.

REGISTRATION WITH INTERNATIONAL TRAVEL REGISTRY

All WSU students participating in University-approved not-for-credit international education and/or business activities are required to register prior to departure in accordance with the procedures outlined below.

WSU colleges, departments, faculty, and staff affiliated with such activities are responsible for ensuring that students document their travel plans through the online International Travel Registry.

Registration Process

To complete the International Travel Registry process:

Log Into Registry

Log onto the online International Travel Registry through the IP website at:

http://ip.wsu.edu/

Enter Required Information

The student traveler must provide all of the following information in the online registry:

Traveler's identification as it appears in her or his passport, including:

Name;

Issuing country;

Passport number; and

Expiration date;

Dates of travel;

Itinerary including location(s) and housing details, where known;

Traveler's contact information while abroad;

Emergency contact information;

WSU mentor or sponsor's contact information including:

Name;

Title;

Department and/or program;

Email address; and

Telephone (office and mobile);

Additional information as requested by IP, e.g., travel to high risk areas as designated by the U.S. Department of State.

Complete Questionnaires

Complete the questionnaires and provide electronic authorization for the participation agreement, liability forms, and other documents, as required.

Review Orientation Materials

Review all predeparture orientation materials.

Contact IP With Questions

Contact the Office of International Programs (IP) with any questions.

International Programs Services

IP provides the following services to students who are registered for international travel:

Enrolls U.S. citizens and permanent residents in the U.S. Department of State's Smart Traveler Enrollment Program (STEP).

Alerts travelers to any unusual or significant circumstances related to the proposed destinations.

Notifies travelers to submit a Petition for Participation in a High Risk Area, if required.

Provides travelers with an International Student Identity Card (ISIC) and information about other insurance coverage plans. For information regarding the ISIC, go to:

http://www.isic.org/

Registration Fee

IP assesses a modest registration fee to cover the services provided to undergraduate and graduate student registrants, as described above. IP charges the fee to the students' accounts, which may be accessed through the zzusis portal at:

http://zzusis.wsu.edu

Procedures, Records, and Forms – BPPM Revision Memo 398

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BPPM Revision Memorandum

DATE:	June 7, 2012
FROM:	Office of Procedures, Records, and Forms
TO:	Manual Users
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Three Hundred Ninety-Eight

This BPPM revision includes the following changes:

Effective June 7, 2012, the the direct buy limit for purchases is increased from $5,000 to $10,000 and the sealed bid limit is increased to $100,000, in accordance with RCW Chapter 43.19. The following sections are amended with these changes:

Departmental Requisition 70.10
Buying Through Purchasing Services 70.13
Purchasing Published Materials 70.26
Personal Services Contracts 70.50
Speaker Travel and Speaker Fees 95.25
Privately-Owned, Rented, or Chartered Aircraft 95.30

This BPPM revision also includes the following:

Form: Add or Change WSUORG Information 10.05.6

This minor amendment updates the maximum number of characters that users may enter in the Unit Name field, in accordance with current data system restrictions.

Requesting Computer Projects 85.36

This section is removed from the BPPM.

Cellular Telephones 85.45

This minor amendment clarifies the types of employees who are not eligible to receive a cellular telephone allowance. The amendment also adds a note directing bargaining unit employees to refer to the applicable collective bargaining agreement regarding cellular telephone allowance eligibility.

International Travel Registry 95.55

This new section provides the policy, requirements, and procedures for undergraduate and graduate students participating in not-for-credit international education or business experiences to register travel plans with International Programs. International Programs maintains such student travel plan information in the online International Travel Registry.

Return to the Policies and Procedures Manuals home page.

Procedures, Records, and Forms – BPPM Revision Memo 399

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BPPM Revision Memorandum

DATE:	June 29, 2012
FROM:	Office of Procedures, Records, and Forms
TO:	Manual Users
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Three Hundred Ninety-Nine

This BPPM revision includes the following changes:

Form: Gift Payroll Deduction 30.70.16

This minor amendment updates the annual levels for donor memberships, in accordance with Gift Accounting practices, effective July 1, 2012.

Expenditure Objects and Subobjects 70.09

This minor amendment directs users to the Purchasing Services Object-Subobject website for a complete list of valid subobjects.

Form: Administrative Information Systems Access Request 85.33.13-14

This form revision adds fields for indicating whether or not privacy training is required for access to the requested AIS application.

The reference table on the second page of the form is updated to provide links to the Registrar's Office RONet website for accessing the privacy training (FERPA training).

Return to the Policies and Procedures Manuals home page.

Procedures, Records, and Forms – BPPM Revision Memo 400

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BPPM Revision Memorandum

DATE:	July 10, 2012
FROM:	Office of Procedures, Records, and Forms
TO:	Manual Users
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Four Hundred

This BPPM revision includes the following changes:

Surplus Property 20.76

This revision:

Updates the policy and procedures for transferring, reporting, submitting, disposing of, and purchasing surplus property.
Replaces the Surplus Property Report form with the online Surplus Disposal Request (SDR).

Return to the Policies and Procedures Manuals home page.

Procedures, Records, and Forms – BPPM Revision Memo 401

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BPPM Revision Memorandum

DATE:	July 31, 2012
FROM:	Office of Procedures, Records, and Forms
TO:	Manual Users
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Four Hundred One

This BPPM revision includes the following changes:

Cash Awards to WSU Employees 55.56

This minor amendment updates the exceptions to the state-mandated temporary restrictions regarding monetary awards to state employees and is effective through June 30, 2013. Monetary awards to University employees are now allowable if paid for from donated funds, i.e., 17A accounts.

Layoff--Civil Service Employees 60.37

This minor amendment removes layoff units 9 (College of Sciences) and 10 (College of Liberal Arts), and adds new layoff unit 26 (College of Arts and Sciences). This amendment reflects the merger of the two colleges and is effective July 1, 2012.

Using Discretionary 17A Accounts 70.33

This revision removes the note regarding OFM freeze restrictions prohibiting cash awards. Monetary awards for employee and student excellence awards and retirement gifts are now allowed if paid for from donated funds, i.e., 17A accounts.

General Travel Policies 95.01

This minor amendment adds a note that the University is exempt from provisions in SAAM 10.10.45, 10.30.60, 10.50.35, 10.50.40, 10.50.45, 10.50.50, 10.50.75, and 10.80.55, in accordance with changes to state laws.

Return to the Policies and Procedures Manuals home page.

Procedures, Records, and Forms – BPPM Revision Memo 402

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BPPM Revision Memorandum

DATE:	August 28, 2012
FROM:	Office of Procedures, Records, and Forms
TO:	Manual Users
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Four Hundred Two

This BPPM revision includes the following changes:

Temporary Employment Processing 60.27

This revision:

Updates the procedures for creating initial employee records.
Updates the procedures for creating and updating temporary employment appointments.
Adds requirements for documentation of employment eligibility on U.S. Citizenship and Immigration Services (USCIS) Form I-9.
Updates the requirements for providing written orientation information to temporary employees.
Updates the approval and training requirements for access to the online Temporary Employment System (TEMPS).
Updates the procedures for accessing work study information.

Table: July 1, 2011 - June 30, 2015 Holiday Schedule 60.76.2

The 2014 Christmas Holiday is moved from December 24, 2014 to December 26, 2014.

Return to the Policies and Procedures Manuals home page.

Procedures, Records, and Forms – BPPM Revision Memo 403

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BPPM Revision Memorandum

DATE:	September 12, 2012
FROM:	Office of Procedures, Records, and Forms
TO:	Manual Users
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Four Hundred Three

This BPPM revision includes the following changes:

Lost and Found 50.48

This minor amendment updates the table of lost and found locations in buildings at the WSU Pullman campus.

Department Orders 70.07

This minor amendment updates the direct buy and sealed bid limits.

Vehicle Acquisition and Disposal 70.40

This minor amendment updates the acquisition policy to remove direct reference to the current dollar amount of the direct buy limit.

The amendment also updates the instructions for completing the state Vehicle Title Application, in accordance with form modifications from the Department of Licensing.

Imaging University Records 90.21

This revision reflects the State Archives' recent elimination of the approval process for state agency imaging systems. Under new requirements, agencies must now meet published State Archive requirements when imaging documents with the intent of disposing of the paper originals and retaining the images as official record copies.

Return to the Policies and Procedures Manuals home page.

Procedures, Records, and Forms – BPPM Revision Memo 404

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BPPM Revision Memorandum

DATE:	October 12, 2012
FROM:	Office of Procedures, Records, and Forms
TO:	Manual Users
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Four Hundred Four

This BPPM revision includes the following changes:

Shared Leave 60.58

This revision:

Adds a definition of "child" for shared leave purposes.
Removes the written requirement that employee must abide by the sick leave rules in order to receive shared leave.
Clarifies that Human Resource Services (HRS) Pullman is the office responsible for managing and processing shared leave for WSU.
Provides clarification regarding workers' compensation claims.
Provides clarification regarding the number of days an employee must have missed in order to receive shared leave.
Adds a requirement that HRS must audit the Time/Leave Reports prior to shared leave use.

Travel Expense Voucher 95.20

This revision updates the procedures for completing, submitting, and retaining Travel Expense Vouchers and related attachments as a result of the addition of the electronic (e-form) version TEV available through the online WSU E-Forms System.

Return to the Policies and Procedures Manuals home page.

Procedures, Records, and Forms – BPPM Revision Memo 405

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BPPM Revision Memorandum

DATE:	October 16, 2012
FROM:	Office of Procedures, Records, and Forms
TO:	Manual Users
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Four Hundred Five

This BPPM revision includes the following changes:

Steam Tunnel Access 50.17

This new section provides procedures for accessing the steam tunnel system at WSU Pullman. The procedures are intended to ensure safe and timely tunnel access for personnel and contractors who are not employees of Facilities Operations.

Return to the Policies and Procedures Manuals home page.

50.17_Steam_Tunnel_Access.htm

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OVERVIEW

The steam tunnel system at WSU Pullman is considered a hazardous location. The hazards include, but are not limited to, risk of asbestos exposure, electrocution, burns, and steam engulfment.

The procedures described in this section are intended to ensure safe and timely tunnel access for personnel and contractors who are not employees of Facilities Operations or Information Services. Project managers or supervisors in Facilities Operations, Capital Planning and Development, and Information Services may request tunnel access.

Access Notification Request

Two weeks before entry, the project manager or supervisor submits a notification request to Facilities Operations Maintenance Services through the myFacilities Event Notification system. (See 80.45 for myFacilities access and instructions or contact the Facilities Operations Executive Director of Maintenance and Construction Services.)

The notification request must include all of the following information:

Title of the request

Work Request (WR) number of the related work project.

Location of the work

Under Facilities, select 788 Utility Tunnel System as the location.

Requesting organization

Enter the name of the organization or department who is doing the work and/or needing access.

Description of the work being done

Enter under Event Description.

When the work is anticipated to start and finish

Enter under Event Description.

Request Approval

Maintenance Services may approve shorter notice requests for emergency situations. The two-week notice is required to resolve conflicts with scheduled tunnel maintenance. NOTE: Due to steam leaks or other dangerous tunnel conditions, Maintenance Services may determine not to grant tunnel access during the requested period.

Access for Telecommunications Purposes

Parties requesting access to steam tunnels for the purpose of installing or maintaining telecommunications infrastructure, including both copper and fiber-optic cabling, must first contact the Information Services Network and Design Consulting Manager at 509-335-0540 to obtain approval and sponsorship.

Information Services requires the following documentation prior to approving the request:

Written scope of work to be performed,

Blueprints, and

References to existing WSU contracts or purchase orders which cover the requested access.

Approval Granted

Upon approval of the access notification request by Maintenance Services and/or Information Services, the project manager or supervisor is notified and granted access to the tunnel.

Tunnel Entry Hazard Acknowledgment

Before work begins, all affected employees must read and sign a Tunnel Entry Hazard Acknowledgment to confirm that they have been informed of potential tunnel hazards. See below.

The project manager or supervisor completes and/or prints the PDF form master on 50.17.6-7 to obtain a copy of the acknowledgment form.

Once signed, the project manager or supervisor scans the completed document into a file and attaches it to the online Event Notification through myFacilities. The project manager or supervisor also retains the original document with the project file.

Additional Employees

Employees who join the project after work has begun must read and sign a Tunnel Entry Hazard Acknowledgment to confirm that they have been informed of potential tunnel hazards. See above.

The project manager or supervisor scans and attaches any additional signed hazard acknowledgments to the online Event Notification through myFacilities. The project manager or supervisor also retains the original document with the project file.

Notifying Facilities Operations

Work Begins

When work begins, the project manager or supervisor notifies the Facilities Operations dispatcher that the work group is entering the tunnel; telephone 335-9000. The project manager or supervisor states the location and length of time the employees are expected to be inside the tunnel.

Work Completed

When work is complete, the project manager or supervisor notifies the Facilities Operations dispatcher that the work group is exiting the tunnel; telephone 335-9000. The project manager or supervisor verifies that the work group's points of entrance and egress are secure.

Access Assistance Work Request

If help is required for access, the project manager or supervisor must submit a funded work request to Facilities Operations Maintenance Services. The project manager or supervisor submits both the access notification request and the access assistance work request through myFacilities.

TUNNEL HAZARDS AND SAFETY PROCEDURES

The following safety instructions and hazard alerts apply to all maintenance and construction activities that involve accessing a utility tunnel or modifying material located in a utility tunnel.

Manhole Entrance

Work groups are to use fall protection barricades rated to withstand 200 lbs. of force to protect employees and the public from falling into open manholes.

When a manhole is used to enter a tunnel, employees are to leave the manhole lid off while any person is working in the tunnel.

Asbestos Exposure Hazard

Presumption of Contamination

Employees, contractors, or service personnel are to presume that the existing steam pipe insulation in the tunnels contains asbestos.

Training

Employees, contractors, or service personnel must receive asbestos awareness training prior to entering the tunnels.

EH&S provides asbestos awareness training to any WSU employee free of charge. Contractors are responsible for obtaining training for their employees by employing a qualified training provider. The training provider must be an asbestos competent person, as defined below.

Asbestos Competent Person

An asbestos competent person is defined as a person who is certified as an asbestos supervisor in the state of Washington or qualified as an asbestos project designer in the federal Environmental Protection Agency (EPA) Asbestos Model Accreditation Program. (See WAC 296-65-012 and 40 CFR 763 (Appendix C).)

Observation of Disturbed Material

Employees are to consider a tunnel to be contaminated with asbestos when there is evidence of disturbed pipe insulation.

When employees observe evidence of disturbed pipe insulation on the floor, the employees must exit the tunnel immediately and notify the project manager or supervisor.

Permission to Reenter Tunnel

Employees may not reenter the tunnel until instructed to do so by an asbestos competent person. (See above for the definition of an asbestos competent person.)

Asbestos Abatement

Work that includes removing, modifying, or disturbing known or presumed asbestos material is considered to be asbestos abatement. All asbestos abatement must be performed by employees certified as asbestos workers or supervisors. See SPPM 5.22.

Electrical Shock Hazard

There is the potential for electrical shock from impacting power and lighting conductors and devices present in the tunnels.

Employees must have an emergency response plan in place when performing work on the electrical systems. See 50.39 and SPPM 2.72 and 3.68.

Steam Energy Release Hazard

Accidental release of steam can cause:

Burns,

Reduced levels of oxygen,

Low visibility from steam engulfing the tunnel, and/or

Blockage of exit from the tunnel.

Employees must have an emergency escape plan in place when performing work on steam pipes or controls.

Trip and Fall Hazard

The tunnel floor may be uneven or be obstructed by equipment parts. The tunnel floor level changes elevation through access ladders and doors.

Employees working in tunnels are to turn on the tunnel lights and bring and use flashlights.

Head Bump

Tunnels have low ceilings and ceiling obstructions.

Employees working in tunnels are to wear hard hats to reduce the risk of head injuries.

Extreme Heat Exposure

Working conditions in some parts of the tunnel fall within the hazardous high-temperature zone which requires implementation of heat stress mitigation efforts.

Burns

Tunnels have exposed steam valve stems and handles which may be hot and cause skin burns.

Employees are to use proper personal protective equipment to reduce the risk of burns. (See SPPM 3.10.)

ENFORCEMENT

Entering, attempting to enter, or remaining in a University steam or utility tunnel without prior authorization is considered trespassing. Violators may be prosecuted under applicable provisions of the Revised Code of Washington (RCW), which may include RCW Chapter 9A.52.

See the PDF form:
50.17.6-7: Tunnel Entry Hazard Acknowledgement
Complete and/or print as needed.

Procedures, Records, and Forms – BPPM Revision Memo 406

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BPPM Revision Memorandum

DATE:	November 2, 2012
FROM:	Office of Procedures, Records, and Forms
TO:	Manual Users
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Four Hundred Six

This BPPM revision includes the following changes:

Reporting State Lobbying Activity 10.25

This revision updates and simplifies the reporting requirements.

Workplace Violence 50.30

This revision adds a prohibition regarding possession by employees or volunteers of firearms, explosives, dangerous chemicals, or other instrumentalities at any University campus or location. Exceptions to this prohibition are identified.

Lost and Found 50.48

This minor amendment updates the table of lost and found locations in buildings at WSU Pullman to add a lost and found location for the Washington Building.

DATE:	January 21, 2011
FROM:	Office of Procedures, Records, and Forms
TO:	Manual Users
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Three Hundred Seventy-Four

This BPPM revision includes the following changes:

Recruitment and Selection of Classified Positions 60.18

This revision:

Adds procedures regarding open competitive recruitment.
Adds information regarding exceptional circumstances which may justify foregoing the open competitive recruitment process.
Adds procedures for requesting direct appointment of candidates to classified positions.
Adds a requirement for providing a disclosure statement to each worker who is a non-U.S. citizen and who comes to the state of Washington based upon an offer of employment.
Adds temporary procedures for requesting recruitment authorization from the Budget Office through June 30, 2011.
Updates the recruitment procedures to reflect current practices regarding submission of information through the Online Position Description and Recruitment System (OPDRS).

The title of this section is changed from Recruitment for Classified Positions.

Project Employment--Civil Service 60.23

This revision adds the following:

Procedures for requesting direct appointments to project classified positions without open recruitment.
Clarification that project appointments must be a minimum of six months and one day in duration and at least .50 FTE.
Clarification regarding applicable civil service rules for classified project positions.

Purchasing Published Materials 70.26

In accordance with current state and University rules and practices, this minor amendment:

Updates the procedures for purchasing published materials.
Updates the direct buy limit amount.
Adds procedures for using purchasing cards to purchase published materials.
Updates the shipping and receiving procedures.
Updates the procedures for obtaining library materials.

Requesting a Telephone Directory 85.43

This minor amendment updates the list of telephone directories available for distribution to University offices.

Data Warehouse Access 85.48

This new section provides requirements and procedures for departments to request authorization for individuals to access the University's student and financial data warehouses. The section also includes procedures for removing access when an employee terminates employment with a department.

Return to the Policies and Procedures Manuals home page.

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BPPM Revision Memorandum

DATE:	February 11, 2011
FROM:	Office of Procedures, Records, and Forms
TO:	Manual Users
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Three Hundred Seventy-Five

This BPPM revision includes the following changes:

Equipment Damage or Loss 50.07

This revision:

Updates the procedures for reporting inventoried equipment losses.
Removes the requirement for departments to report equipment damage to Risk Management by memorandum. WSU departmental operating budgets assume most losses and cost of damages.

Keys to University Rooms and Buildings 50.25

This revision includes the following new requirements and updates:

Keys may not be mailed to departments. This requirement applies to all campuses.
Departments must provide the campus key coordinator with the names of the employees who are to pick up keys.
Department personnel must present picture IDs when picking up keys and sign to verify receipt of keys.
In order to be assigned keys, each individual must possess a CougarCard with a valid student or employee identification number.
The procedures for WSU Tri-Cities departments to request keys, maintain key records, reclaim keys, and obtain key storage boxes are updated.

Internal Control--Payroll 55.03

This minor amendment:

Updates the Administrative Information Systems (AIS) applications used by departments to enter data into the University's payroll system, i.e., DEPPS and HEPPS.
Updates references to personnel actions, which are now processed through the online Personnel/Position/Payroll Electronic Routing Management System (PERMS).

Payroll Documents Schedule 55.04

This minor amendment:

Updates the AIS applications used by departments to enter data into the University's payroll system, i.e., DEPPS and HEPPS.
Updates references to personnel actions, which are now processed through the online Personnel/Position/Payroll Electronic Routing Management System (PERMS).

Correcting a Social Security Number 55.05

This minor amendment removes discussions relating to social security numbers on the PEAR. WSU ID numbers are now used as employee identifiers on the PEAR.

Positive Pay Report 55.26

This minor amendment updates the AIS applications used by departments to access the Positive Pay Time Entry area of DEPTPAY, i.e., DEPPS and HEPPS.

This amendment also updates the instructions and form for submitting requests for Positive Pay Reports.

Cellular Telephone Allowance Payments 55.70

This minor amendment updates the AIS applications used by departments to authorize allowance payments, i.e., DEPPS and HEPPS.

Imaging University Records 90.21

This revision adds the state requirement for prior approval of imaging systems when the resulting digital images are considered the primary record copies.

Student Travel 95.13

In accordance with current University practices, this minor amendment updates the office responsible for overseeing first aid training to Environmental Health and Safety.

The amendment also updates the name of the publication which lists WSU classes, in accordance with the Registrar's Office website.

Return to the Policies and Procedures Manuals home page.

Procedures, Records, and Forms – BPPM Revision Memo 376

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BPPM Revision Memorandum

DATE:	March 8, 2011
FROM:	Office of Procedures, Records, and Forms
TO:	Manual Users
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Three Hundred Seventy-Six

This BPPM revision includes the following changes:

Expenditure Transfers Between Funding Sources 30.25

This change adds a PDF version of the Expenditure Transfer Request form to the BPPM, on 30.25.9.

Managing Research Records 45.35

This new section provides requirements and responsibilities for recording, retaining, and providing access to research records.

Classification and Reclassification 60.02

This revision:

Removes procedures regarding project administrative professional (AP) appointments.
Updates the procedures regarding temporary AP appointments, providing procedures regarding short-term and long-term temporary AP appointments.

Background Checks 60.16

This revision includes the following changes:

Procedures are added regarding background checks for current employees.
Human Resource Services oversees the recruitment processes for all employee groups, in accordance with current University practices.
The title of this section is changed from Preemployment Background Checks.

Recruitment and Selection of Administrative Professional Personnel 60.17

This revision includes the following changes:

Adds a requirement regarding the provision of disclosure statements to non-U.S. citizen employees.
Adds temporary procedures for obtaining recruitment approval from the Budget Office.
Removes procedures regarding project AP appointments.
Updates and expands procedures regarding recruitment and renewal of temporary AP appointments.
The title of this section is changed from Selecting Administrative Professional Personnel.

All-University Records Retention Schedules: Safety Records 90.01.48-51

This amendment adds and/or updates the following records series on the All-University Records Retention Schedule:

Food Service Establishment Permits
Medical Surveillance Files
Registered Pesticide Application Records

Return to the Policies and Procedures Manuals home page.

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OVERVIEW

The University, its faculty, and its trainees have a common interest and a shared responsibility to ensure that research is:

Appropriately recorded,

Retained for the legally required length of time, and

Available for review under appropriate circumstances.

Original research records are essential to:

Protect intellectual property rights,

Answer ongoing questions regarding management of a research program, and

Address possible questions that may arise regarding the propriety of research conduct.

Definition

Research records are defined as the compiled records generated to document the investigation process and the resulting data, regardless of the form or the media. Research records may also include the materials or products generated by the research.

Records Retention Schedules

To help meet state and federal records retention requirements, the University, in coordination with the State Records Committee, has established records retention schedules for use by all WSU units. The schedules are published as the All-University Records Retention Schedules in 90.01.

Many records series related to research may be viewed in the Research and Sponsored Project Records table on 90.01.46-47.

Investigators and staff must adhere to the minimum retention requirements for records series included on the research records retention schedule, as well as other applicable retention schedules published in 90.01.

For more information regarding University records retention and disposition requirements, refer to 90.01.

Administrative and Operational Data Policies

University administrative and other operational data, as defined by WSU Executive Policy Manual EP8: University Data Policies, are not covered by this research records policy (45.35).

For data security and administration rules refer to EP8. Also, refer to EP4: Electronic Communication Policy--Policy on Electronic Publishing and Appropriate Use of Information Technology Resources for issues related to appropriate use.

RETENTION OF RESEARCH RECORDS

The senior member of a research team (i.e., the principal investigator) is responsible for the appropriate long-term maintenance of the research records of that team.

The senior member of a research team is obligated to ensure that team members:

Understand the elements of a high-quality research record;

Produce and retain records that adequately document the experimental methods and accuracy of data collection, as well as the methods and accuracy of data interpretation; and

Understand the University's obligation to retain records for the minimum periods required and approved by the state. See 90.01.

In the event the senior member of the research team (i.e., the principal investigator) leaves the University for any reason, he or she must notify his or her supervisor of the location of project's research records.

The principal investigator may take copies of the project's research records upon leaving the University. In cases where copies are not adequate for continuing research purposes, the principal investigator may take original research records. However, the principal investigator must provide the University with copies of all of the research records he or she is removing.

Other members of the research team may not take original research records with them upon leaving the University. However, they may take copies of relevant research records that the principal investigator determines to be appropriate.

Essential Records

The senior member of a research team also must establish and maintain procedures for the protection of essential records in the event of a natural disaster or other emergency. (See 90.15.) Such procedures are particularly important for long-term research projects.

Records of Historical Value

In addition, if the senior member believes that the research records rise to the level of historical value, he or she is to contact:

The chair/director, dean, or chancellor,

The Vice President for Research and Dean of the Graduate School, and

Manuscripts, Archives, and Special Collections in Holland Library.

See 90.02 regarding archival records.

OWNERSHIP AND ACCESS TO RESEARCH RECORDS

The University retains title to:

Data arising from sponsored projects,

Research performed at the University,

Research performed by University personnel in the course of University employment, and

Research for which the University provided the funds and/or significant resources.

The University has the right of access to the supporting records for all research for which it retains title or which it must access to fulfill its legal obligations, compliance obligations, or other obligations to research sponsors.

To the extent possible, when accessing such records, the University safeguards the confidentiality of sources or human subjects who participated in the research. When possible, the University provides reasonable notice to applicable researchers, sources and/or human subjects, and research sponsors of its need to access the records and avoids interruption of ongoing research. In all cases, the University is subject to Washington State laws and regulations, including the Washington Public Records Act, RCW 42.56. See also 90.05.

The University's right of access to the data continues regardless of the location of the responsible investigator or location of the records.

External research sponsors may have the right to review the data and records resulting from that support.

Co-investigators and trainees who are an integral part of a research project have the right to review all records and data which are part of the project and are necessary to perform their duties.

Student Class Research Projects

The University does not retain intellectual property rights (e.g., title) to student class research projects. See 90.06 for further information regarding student records.

STORAGE OF RESEARCH RECORDS

Original research records must be stored in University-owned and maintained files, regardless of whether the records are in paper or electronic form.

For convenience, an investigator may choose to keep a duplicate copy of the research records on a personally-owned computer or portable digital storage device or in her or his personally-owned and -maintained filing cabinet or storage device. However, the investigator must store the original files in a University digital or paper file. The investigator must safeguard the confidentiality of records retained in privately-owned and -controlled files.

If original research records are stored in a digital/electronic medium, the records must be safeguarded using encryption or other effective method to comply with any applicable confidentiality requirements and file backup or other effective method to ensure the records' continued accessibility.

Procedures, Records, and Forms – BPPM Revision Memo 377

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BPPM Revision Memorandum

DATE:	April 4, 2011
FROM:	Office of Procedures, Records, and Forms
TO:	Manual Users
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Three Hundred Seventy-Seven

This BPPM revision includes the following changes:

Bankruptcy 30.60

This revision updates the titles of the officials who may authorize write offs of applicable discharged balances of bankruptcies.

Accessing Administrative Information Systems 85.33

This minor amendment updates the PAPR Department Order subsection regarding Department Orders.

Telephone Dialing Procedures 85.44

This revision alerts users that each of the four campuses has a dedicated telephone system with dialing procedures that vary somewhat from campus to campus. Links to campus websites provide telephone dialing procedures for WSU Pullman, WSU Spokane, WSU Tri-Cities, and WSU Vancouver.

All-University Records Retention Schedules: Records Management Files 90.01.45

This minor amendment adds the records series titled Source Documents Digitized by Approved EIS Application to the All-University Records Retention Schedule.

Return to the Policies and Procedures Manuals home page.

Procedures, Records, and Forms – BPPM Revision Memo 378

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BPPM Revision Memorandum

DATE:	April 19, 2011
FROM:	Office of Procedures, Records, and Forms
TO:	Manual Users
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Three Hundred Seventy-Eight

This BPPM revision includes the following changes:

Fuel Storage Tanks 20.55

This new policy establishes responsibility for purchasing, inventorying, inspecting, monitoring, and disposing of fuel storage tanks.

Table: WSU Extension Offices Calendar Year 2011 Holiday Schedule 60.76.3-4

This revision updates the WSU Extension Holiday Schedule.

Form: Purchasing Card Change Request 70.08.23-24

This form revision adds fields for requesting a change to the single transaction limit assigned to the purchasing card and updates the routing instructions.

Managing Central Travel Accounts 95.04

Departments are to use one of two methods to log each Central Travel Account (CTA) transaction: Creation of a CTA Reconciliation Report using the issuing bank's online software tool or completion of a CTA Log Sheet (PDF version).

This revision adds an appendix with procedures for obtaining the online CTA Reconciliation Report.

Return to the Policies and Procedures Manuals home page.

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Procedures, Records, and Forms – BPPM Revision Memo 379

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BPPM Revision Memorandum

DATE:	May 27, 2011
FROM:	Office of Procedures, Records, and Forms
TO:	Manual Users
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Three Hundred Seventy-Nine

This BPPM revision includes the following changes:

Cash Handling 30.53

This revision:

Adds an appendix to the section with procedures for investigating, correcting, and documenting cash overages and shortages.
Clarifies the responsibilities of the departmental till cash custodian (also referred to as the vault custodian).
Updates the location of the Cashier's Section of the Controller's Office and the times when departments may make deposits.

Recruitment and Selection of Faculty Personnel 60.11

Applicants for tenure and tenure-track faculty positions must complete applications through the Online Position Description and Recruitment System (OPDRS). Applicable advertisements must include a reference to this requirement.

Bookstore Services 80.10

This revision updates the procedures for ordering textbooks for classes.

Shipping Services 80.15

This minor amendment adds procedures for requesting and obtaining shipping services at the regional campuses to reflect current practices.

Mailing Services 80.20

This minor amendment updates the following information:

Location for late mail pickup at WSU Spokane.
Procedures for the preparation of groups of letters submitted to campus mailing services departments for sealing and processing.
Address of the WSU Spokane Mail Services office.

Return to the Policies and Procedures Manuals home page.

Procedures, Records, and Forms – BPPM Revision Memo 380

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BPPM Revision Memorandum

DATE:	June 20, 2011
FROM:	Office of Procedures, Records, and Forms
TO:	Manual Users
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Three Hundred Eighty

This BPPM revision includes the following changes:

All-University Records Retention Schedules: Safety Records 90.01.48-51

This amendment adds and/or updates the following records series on the All-University Records Retention Schedule:

Air Operating Permit Reports and Associated Data
Notice of Construction Permits for New Air Emission Sources
Respirator Program Records
Swimming Pool Permits

Travel Authority 95.05

This revision:

Clarifies when written prior approval of a Travel Authority (TA) is required.
Clarifies when routing of approved TAs to Travel Services is required and not required.
Provides for the use of substitute TA forms under specified conditions.
Updates the restrictions regarding travel advances.

Return to the Policies and Procedures Manuals home page.

Procedures, Records, and Forms – BPPM Revision Memo 381

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BPPM Revision Memorandum

DATE:	July 6, 2011
FROM:	Office of Procedures, Records, and Forms
TO:	Manual Users
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Three Hundred Eighty-One

This BPPM revision includes the following change:

Form: Gift Payroll Deduction 30.70.16

This minor amendment updates the annual donation levels for membership in the Bryan Society and President's Associate gift clubs.

Return to the Policies and Procedures Manuals home page.

Procedures, Records, and Forms – BPPM Revision Memo 382

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BPPM Revision Memorandum

DATE:	July 20, 2011
FROM:	Office of Procedures, Records, and Forms
TO:	Manual Users
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Three Hundred Eighty-Two

This BPPM revision includes the following changes:

Refunds 30.55

This revision:

Removes the requirement for obtaining social security numbers or employer tax ID numbers from non-WSU individuals when processing refunds with State of Washington Invoice Vouchers.

Note: Social security or tax ID numbers are still required for individuals who are being paid for goods or services.
Removes the procedures for manual bankcard processed refunds. The University now processes all bankcard transactions electronically.

Departmental Requisition 70.10

This minor amendment, effective July 1, 2011, removes the temporary restrictions regarding the acquisition of equipment costing more than $5000.

Personal Services Contracts 70.50

This minor amendment, effective July 1, 2011, removes the temporary restrictions regarding personal services contracts.

Retention of Electronic Communications 90.03

This revision explains records retention requirements and practices for records generated or received through electronic communications methods, e.g., instant messaging, blogs, social networking.

The title of the section is changed from Retention of Electronic Mail.

Return to the Policies and Procedures Manuals home page.

Procedures, Records, and Forms – BPPM Revision Memo 383

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BPPM Revision Memorandum

DATE:	August 8, 2011
FROM:	Office of Procedures, Records, and Forms
TO:	Manual Users
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Three Hundred Eighty-Three

This BPPM revision includes the following changes:

All-University Records Retention Schedules: General Office Operations 90.01.12-14

This minor amendment updates the records series titled Electronic Communications Retention. (This series was previously titled Electronic Mail (E-Mail) Retention.)

All-University Records Retention Schedules: Accounting/Fiscal Records 90.01.15-20

This minor amendment updates the records series titled Gift Transmittal and Acknowledgment Reference Files.

General Travel Policies 95.01
Travel Authority 95.05

Effective June 30, 2011, the OFM and the state legislature removed the temporary restrictions regarding out of state travel and training that were effective March 17, 2010 through June 30, 2011. Sections 95.01 and 95.05 are amended accordingly.

Return to the Policies and Procedures Manuals home page.

Procedures, Records, and Forms – BPPM Revision Memo 384

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BPPM Revision Memorandum

DATE:	August 19, 2011
FROM:	Office of Procedures, Records, and Forms
TO:	Manual Users
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Three Hundred Eighty-Four

This BPPM revision includes the following change:

Tuition Waivers--Fall and Spring Semesters 60.70

This revision updates the Tuition Waiver Request form and the accompanying procedures for eligible individuals who enroll in WSU academic courses during the fall or spring semesters to request waivers of tuition.

The title of the form is changed from Tuition Fee Waiver Request.

Return to the Policies and Procedures Manuals home page.

Procedures, Records, and Forms – BPPM Revision Memo 385

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BPPM Revision Memorandum

DATE:	August 24, 2011
FROM:	Office of Procedures, Records, and Forms
TO:	Manual Users
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Three Hundred Eighty-Five

This BPPM revision includes the following changes:

Cash Awards to WSU Employees 55.56

This minor amendment extends the temporary restrictions regarding monetary awards to state employees through June 30, 2013, in accordance with state law. This amendment also includes exceptions as provided in the state law.

Shared Leave 60.58

This housekeeping change clarifies the policy regarding faculty donations of sick leave to the shared leave program.

Return to the Policies and Procedures Manuals home page.

Procedures, Records, and Forms – BPPM Revision Memo 386

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BPPM Revision Memorandum

DATE:	September 16, 2011
FROM:	Office of Procedures, Records, and Forms
TO:	Manual Users
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Three Hundred Eighty-Six

This BPPM revision includes the following changes:

Personal Use of University Resources 20.37

This revision:

Updates the prohibition against using state resources for campaign or political use.
Updates the discussion of occasional or limited use of computers and networks to include all forms of electronic communications.
Updates the discussion of communications technologies.

Temporary Employment Program 60.26

This revision includes the following changes:

Departments may not hire temporary employees (student or nonstudent) to replace civil service or collective bargaining unit employees who are laid off due to lack of funds, lack of work, organizational changes, or termination of project employment.
The work study program now pays 60 percent of an employee's gross salary and the employing department pays 40 percent, in accordance with the Washington Higher Education Coordinating Board's State Work Study Program rules, effective July 1, 2011.

Employee Assistance Program 60.86

This revision includes the following changes:

Employee Assistance Program (EAP) appointments are considered release time, rather than time worked.
The policy and procedures are updated to clarify that EAP is intended to provide short-term assistance services. The term "short-term assistance services" is also clarified.
Contact information for WSU Pullman emergency assistance and the State EAP are updated to reflect current service offerings.
Responsibility for this program now belongs to both Health and Wellness Services and Human Resources Services.

Return to the Policies and Procedures Manuals home page.

Procedures, Records, and Forms – BPPM Revision Memo 387

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BPPM Revision Memorandum

DATE:	September 30, 2011
FROM:	Office of Procedures, Records, and Forms
TO:	Manual Users
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Three Hundred Eighty-Seven

This BPPM revision includes the following changes:

Vehicle Acquisition and Disposal 70.40

This revision:

Updates the policy and procedures regarding the acquisition of University vehicles.
Adds an optional Cost/Benefit Analysis form to assist departments in determining whether to purchase or lease vehicles.
Clarifies the procedures regarding acquisition of surplus vehicles.
Clarifies the procedures for completing vehicle title applications.
Changes the title from Vehicle Titling and Licensing.

Return to the Policies and Procedures Manuals home page.

Procedures, Records, and Forms – BPPM Revision Memo 388

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BPPM Revision Memorandum

DATE:	October 5, 2011
FROM:	Office of Procedures, Records, and Forms
TO:	Manual Users
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Three Hundred Eighty-Eight

This BPPM revision includes the following changes:

Employee Directories 10.07

In accordance with current University practices, this minor amendment:

Updates the procedures for departments to maintain employee data.
Updates the information regarding accessing the Employee Workplace application and the Address and Telephone Maintenance Service.
Updates the procedures for correcting workplace information for WSU Extension personnel.
Moves responsibility for this section from Institutional Research to Human Resource Services.

Recruitment and Selection of Faculty Personnel 60.11
Recruitment and Selection of Administrative Professional Personnel 60.17
Recruitment and Selection of Classified Positions 60.18
Project Employment--Civil Service 60.23

The revision to sections 60.11, 60.17, 60.18, and 60.23 extends the period during which a department must submit a request to the Budget Office through the Position and Travel Exemption System (PTERS) prior to requesting recruitment for any faculty, AP, or classified position. This requirement now applies from July 1, 2011 through June 30, 2012.

Return to the Policies and Procedures Manuals home page.

Procedures, Records, and Forms – BPPM Revision Memo 389

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BPPM Revision Memorandum

DATE:	October 28, 2011
FROM:	Office of Procedures, Records, and Forms
TO:	Manual Users
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Three Hundred Eighty-Nine

This BPPM revision includes the following changes:

Table: July 1, 2011 - June 30, 2015 Holiday Schedule 60.76.2

Using Discretionary 17A Accounts 70.33

This revision updates the list of allowable/nonallowable expenses supported by 17A accounts, reorganizes the section, and changes the exception policy.

Relocation Expense Overview 70.60

The nontaxable mileage expense rate for relocation expenses has been increased from $.165 per mile to $.235 per mile.

Return to the Policies and Procedures Manuals home page.

Procedures, Records, and Forms – BPPM Revision Memo 390

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BPPM Revision Memorandum

DATE:	November 14, 2011
FROM:	Office of Procedures, Records, and Forms
TO:	Manual Users
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Three Hundred Ninety

This BPPM revision includes the following changes:

Payment Upon Separation of Employment 55.49

This minor amendment:

Clarifies that exceptions to the requirement to use accumulated annual leave prior to termination date must be approved in writing by the department appointing authority, e.g., dean, director, or chair.
Clarifies that all personnel actions are to be processed through the Personnel/Position/Payroll/ Electronic Routing System (PERMS).
Clarifies that HRS first conducts an audit of the terminating employee's leave records and then notifies Payroll Services of any unused compensatory time, sick leave, and/or annual leave on a printed copy of the separation personnel action.
Clarifies the deadlines for submitting separation personnel actions for January resignations.

Buying Through Purchasing Services 70.13

This minor amendment updates the procedures for competitive bidding, in accordance with revised state rules. (See RCW 43.19.1906 and 43.19.1908.) The amendment also increases the direct buy limit for purchases to $5,000 and increases the sealed bid limit to $50,000, in accordance with the Washington Department of Enterprise Services.

Departmental Requisition 70.10
Purchasing Used Equipment from Outside Vendors 70.23
Acquisition of Computer Equipment, Services, or Software 70.24
Purchasing Published Materials 70.26
Privately-Owned, Rented, or Chartered Aircraft 95.30

The minor amendment to sections 70.10, 70.23, 70.24, 70.26, and 95.30 increases the direct buy limit for purchases from $3,500 to $5,000 and increases the sealed bid limit is increased to $50,000, in accordance with the Department of Enterprise Services.

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Procedures, Records, and Forms – BPPM Revision Memo 391

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BPPM Revision Memorandum

DATE:	December 9, 2011
FROM:	Office of Procedures, Records, and Forms
TO:	Manual Users
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Three Hundred Ninety-One

This BPPM revision includes the following changes:

Cellular Telephone Allowance Payments 55.70

This revision adds procedures for making changes to monthly cellular telephone allowance appointments.

Cellular Telephones 85.45

This revision includes the following changes:

For tax year 2012, cellular telephone allowances are not taxable income.
Effective February 1, 2012, the maximum monthly allowance for cellular telephone service plans is decreased from $150 to $100.
Effective February 1, 2012, employees with annual salaries greater than or equal to $100,000 are not eligible to receive allowances for cellular telephone devices or services.
When allowance changes are required, departments must process revised Mobile Communications Services Agreements, end current allowance appointments in TEMPS, and establish new allowance appointments in TEMPS for the new monthly amounts.

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Procedures, Records, and Forms – BPPM Revision Memo 353

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BPPM Revision Memorandum

DATE:	January 6, 2010
FROM:	Office of Procedures, Records, and Forms
TO:	Manual Users
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Three Hundred Fifty-Three

This BPPM revision includes the following change:

Travel Rates 95.19

Effective January 1, 2010, the motor vehicle mileage reimbursement rate decreased from $.55 per mile to $.50 per mile, in accordance with OFM regulations.

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Procedures, Records, and Forms – BPPM Revision Memo 354

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BPPM Revision Memorandum

DATE:	January 22, 2010
FROM:	Office of Procedures, Records, and Forms
TO:	Manual Users
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Three Hundred Fifty-Four

This BPPM revision includes the following changes:

International Agreements and Memorandums of Understanding 10.42

This revision updates the process and approvals required to execute a Memorandum of Understanding and an International Agreement with an organization located in a foreign country.

The title of this section is changed from International Partnership Agreements and Memorandums of Understanding.

Surplus Property 20.76

This revision provides for exceptions to the set priority order of disposal methods when approved and legal.

Partner and Spouse Accommodation 60.15

This minor amendment:

Adds Human Resource Services (HRS) to the list of offices which serve as resources for questions regarding partner accommodation.
Clarifies the definition of domestic partner for the purposes of this policy.
Adds state registration of the domestic partnership as a type of documentation that may be used to demonstrate a domestic partner relationship.

Personnel/Position/Payroll Electronic Routing Management System (PERMS) 60.25

This minor amendment returns the old PDF-version Personnel Action form to the section to allow manual processing of personnel actions in unusual situations when departments are unable to submit personnel actions through PERMS.

Shared Leave 60.58

This minor amendment adds state-registered domestic partner to the list of applicable relatives for the purpose of requesting shared leave for an employee's, relative's, or household member's extraordinary or severe illness, injury, impairment, or physical or mental condition which is serious, extreme, and/or life-threatening.

Moving Services at WSU Pullman 80.48

This revision updates the policy for moving services provided by Heavy Equipment in Facilities Operations' Plant Services Division at WSU Pullman. Heavy Equipment provides all moving services on a recharge basis.

A department is not required to use this service if it can provide the necessary labor and equipment from within the department to move items as needed.

Non-Pullman departments are to contact the campus facilities department for information regarding campus moving services. The title of this section is changed from Minor Moves.

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Procedures, Records, and Forms – BPPM Revision Memo 355

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BPPM Revision Memorandum

DATE:	January 27, 2010
FROM:	Office of Procedures, Records, and Forms
TO:	Manual Users
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Three Hundred Fifty-Five

This BPPM revision includes the following change:

Administrative Professional Salary Determination and Adjustment 60.12

This revision updates the policy and procedures for administrative professional salary determinations and adjustments. The revision includes procedures regarding new employees, current employees, and employee-requested salary reviews.

The title of this section is changed from Salary Review--Administrative Professional Staff.

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Procedures, Records, and Forms – BPPM Revision Memo 356

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BPPM Revision Memorandum

DATE:	February 17, 2010
FROM:	Office of Procedures, Records, and Forms
TO:	Manual Users
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Three Hundred Fifty-Six

This BPPM revision includes the following changes:

Management of Equipment Acquired Under Federal Agreements 40.13

This minor amendment:

Removes Department of Defense (DoD) Property Record reporting requirements. DoD has repealed these requirements.
Adds a link to the Defense Federal Acquisition Regulations (DFAR) to the reference sources listed under "Property Requirements."
Updates the deadline for filing annual reports regarding NASA contracts to reflect current requirements.

Faculty and Administrative Professional Personnel Leave 60.56

This minor amendment clarifies state rules regarding leave transfers from previous employment.

The amendment also updates the rules regarding use of leave while on worker's compensation.

Civil Service Employee Leave 60.57

This minor amendment:

Clarifies state rules regarding leave transfers from previous employment.
Clarifies state rules regarding the authorization of leave for family care emergencies.
Clarifies the procedures regarding disability leave.
Updates the rules regarding use of leave while on worker's compensation.

Departmental Requisition 70.10

This minor amendment:

Increases the direct buy limit from $3000 to $3500, in accordance with state law (RCW 43.19.1906).
Clarifies that Departmental Requisitions are used to initiate renewal of blanket orders or contracts.
Removes the paper version Departmental Requisition and adds a PDF version form (see 70.10.8).

Blanket Authorization Purchases 70.19

This minor amendment:

Updates the descriptions of the types of blanket authorizations in use at the University.
Removes the list of current blanket authorizations. Users are directed to the Purchasing Services Blanket Orders website for a list of the current all-University blanket authorizations.
Changes the title of this section from Direct Purchases Using Blanket Authorizations.

Purchasing Used Equipment from Outside Vendors 70.23

Used equipment priced over $3500 requires two appraisals by knowledgeable firms or persons not associated with the seller or buying department. (This limit is increased from $3000, in accordance with state law.)

Travel Authority 95.05

The Travel Authority form and the form examples are updated to indicate that the limit for authorization of a domestic speaker fee is raised from $3000 to $3500. This minor amendment changes the form and form examples only, as the speaker fee limit is noted on the form only, not in the section text.

Speaker Travel and Speaker Fees 95.25

This minor amendment:

Increases the direct buy limit from $3000 to $3500, in accordance with state law (RCW 43.19.1906).
Clarifies the procedures for authorizing the expenses (travel and speaker fees) for a planned speaker. Clarifies which form is to be used, based upon the fee amount which is being requested.
Clarifies the procedures for submitting a request for payment for expenses after a speaker has completed his or her presentation.

Privately-Owned, Rented, or Chartered Aircraft 95.30

The direct buy limit for rental or charter purchases is increased from $3000 to $3500, in accordance with RCW 43.19.1906. Departments must submit a Departmental Requisition instead of a Department Order if the total rental or charter cost exceeds $3500.

Fuel Credit Cards 95.37

This new section provides requirements, procedures, and applicable forms for obtaining and using WSU fuel credit cards.

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Procedures, Records, and Forms – BPPM Revision Memo 357

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BPPM Revision Memorandum

DATE:	March 31, 2010
FROM:	Office of Procedures, Records, and Forms
TO:	Manual Users
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Three Hundred Fifty-Seven

This BPPM revision includes the following changes:

Delegation of Contractual Authority 10.10

This revision adds a requirement for University officials requiring contractual authority delegation to successfully complete contracts training through the Office of Business and Finance. The revision also clarifies the delegation process.

Preemployment Background Checks 60.16

In order to increase clarity, this minor amendment updates the language regarding background checks that departments should use on all job postings, notices of vacancy, and other vacancy announcements.

Corrective and Disciplinary Action 60.50

This revision adds policy statements regarding the administrative offices responsible for overseeing the corrective and disciplinary processes for employees at all WSU locations statewide.

Faculty are referred to the entire Faculty Manual, as more than one manual section includes corrective and disciplinary action rules and procedures for various types of faculty.

Purchasing Card 70.08

This revision:

Updates the roles, responsibilities, and procedural requirements for purchasing card program participants.
Expands the list of prohibited items and prohibited transaction types.
Adds restriction information regarding optional single transaction and monthly transaction limits.
Adds procedures for requesting exceptions to purchasing card restrictions.
Adds procedures for:
Documenting temporary transfer of responsibility for purchasing card use,
Documenting temporary transfer of responsibility for purchasing card reconciliation, and
Documenting missing transaction receipts.
Updates the following forms:
Purchasing Card Application (70.08.18-19),
Departmental Monthly Log Sheet (70.08.22),
Purchasing Card Change Request (70.08.23-24),
Purchasing Card Temporary Delegation (70.08.25), and
Purchasing Card Check-Out Log Sheet (70.08.26).
Adds the following forms:
Roles and Responsibilities Agreement (Purchasing Card Annual Renewal) (70.08.21)),
Purchasing Cardholder Agreement (70.08.20), and
Missing Documentation Affidavit (70.08.27).
Adds an appendix with instructions for obtaining the Purchasing Card Reconciliation Report from the PaymentNet system.

Requesting Facilities Operations Services 80.45

This minor amendment:

Removes "minor moves" from the list of nonchargeable services provided by WSU Pullman Facilities Operations. Refer to BPPM 80.48 regarding moving services at WSU Pullman.
Updates the procedures for submitting work requests at WSU Spokane to reflect current practices.
Updates the procedures for requesting facilities services at WSU Tri-Cities to reflect current practices.
Adds information regarding chargeable work services at WSU Vancouver to reflect current practices.

All-University Records Retention Schedules: Administrative--Departmental Records 90.01.9

This minor amendment updates the records series titled Department Committee Minutes. The University Archivist requested that the remark "Archival" be changed to "Potential University Archives."

All-University Records Retention Schedules: Records Management Files 90.01.45

This minor amendment updates the records series titled Record Transmittal Forms. The University Archivist requested that "Archival" be added to the remarks for this records series.

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Procedures, Records, and Forms – BPPM Revision Memo 358

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BPPM Revision Memorandum

DATE:	April 9, 2010
FROM:	Office of Procedures, Records, and Forms
TO:	Manual Users
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Three Hundred Fifty-Eight

This BPPM revision includes the following change:

Temporary Employment Program 60.26

This minor amendment updates the insurance benefit eligibility rules for nonstudent temporary employees, in accordance with changes from the Public Employee Benefit Board (PEBB), effective January 1, 2010.

The amendment also updates the reference resources for workstudy compensation information to reflect current practices.

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Procedures, Records, and Forms – BPPM Revision Memo 359

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BPPM Revision Memorandum

DATE:	May 13, 2010
FROM:	Office of Procedures, Records, and Forms
TO:	Manual Users
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Three Hundred Fifty-Nine

This BPPM revision includes the following changes:

Postings in University Spaces 20.39

This new section provides guidance for placing postings, particularly in public access locations.

Gift Transmittals 30.70

For security purposes, this minor amendment removes the "Total Drop-Off Amount" field from the Drop-Off Receipts for Gift Transmittal Courier Service form. The instructions in the section text are updated accordingly.

The amendment clarifies where to address questions regarding acceptance and management of gifts.

Temporary Employment Processing 60.27

This minor amendment:

Removes the PDF-version Conditions for Temporary Employment form from the section.
Updates the instructions regarding obtaining copies of the Conditions for Temporary Employment form from the TEMPS system.
Updates the list of contacts and administrative information systems used to obtain work study authorization information.

Table: WSU Extension Offices Calendar Year 2010 Holiday Schedule 60.76.3-4

This revision updates the WSU Extension Holiday Schedule.

Departmental Requisition 70.10

This minor amendment provides temporary restrictions regarding the acquisition of equipment costing more than $5000 that are effective March 17, 2010 through June 30, 2011, in accordance with OFM regulations and state law. This amendment includes procedures for exception requests.

Receipt, Inspection, and Acceptance of Purchased Goods 70.14

This revision:

Removes the special procedures for WSU Tri-Cities units to receive and accept purchasing card purchases. The procedures for receipt of purchasing card shipments are new the same at all WSU locations.
Updates the procedures for reporting incomplete shipments.
Clarifies departmental procedures for notifying the campus central receiving department about items received. The campus central receiving department notifies Accounts Payable.
Clarifies that Accounts Payable pays only for items actually received.

Table: All-University Records Retention Schedule: Student Records 90.01-52-54

This minor amendment updates or adds the following records series to the All-University Records Retention Schedule:

Class Assignments, Answer Sheets, Papers, Assignments
Grade Books or Instructor's Grade Data
myWSU Portal Class Listings Copies
Election Records--Associated Students of Washington State University
Financial Records--Associated Students of Washington State University
Minutes--Associated Students of WSU
Program Advisor File--Associated Students of WSU

General Travel Policies 95.01

This minor amendment provides temporary restrictions regarding out-of-state travel and training that are effective March 17, 2010 through June 30, 2011, in accordance with OFM regulations and state law. This amendment includes procedures for exception requests.

Travel Authority 95.05

This minor amendment provides a reference to section 95.01 regarding temporary restrictions on out-of-state travel and training that are effective March 17, 2010 through June 30, 2011, in accordance with OFM regulations and state law.

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Procedures, Records, and Forms – BPPM Revision Memo 360

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BPPM Revision Memorandum

DATE:	June 4, 2010
FROM:	Office of Procedures, Records, and Forms
TO:	Manual Users
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Three Hundred Sixty

This BPPM revision includes the following changes:

Employee Departure Procedures 60.74

This minor amendment adds the following items to the departure checklist and instructions:

Requirement for the department to complete and route a personnel action through the Personnel/Position/Payroll Electronic Routing Management System (PERMS) regarding a departing employee.

Requirement for the department to notify HRS if the departing employee verifies I-9s for the department. HRS must establish a new departmental contact to receive e-mail notifications regarding I-9 document deadlines.

Requirement for the department to contact the ITS Services and Accounts Desk to remove the employee's authorization to access the data warehouses, Administrative Information Systems (AIS), PERMS, Online Position Description and Recruitment System (OPDRS), and/or other enterprise systems.

Requirements and procedures for closing Registrar's Office Network (RONet) accounts.

Requirements regarding the transfer of departmental records and the security of records which are subject to litigation holds.

All-University Records Retention Schedules: Administrative--General Office Operations 90.01.12-14

This minor amendment updates the description of electronic mail (e-mail) retention, in accordance with changes approved by the State Records Committee for the state General Schedules.

Release of Student Education Records 90.06

This revision::

Provides for electronic authorization by students for release of student education records to named individuals.

Updates the description of directory information and the restriction process.

Updates the appeals process in conformance with Washington Administrative Code (WAC) chapter 504-21.

Adds language which emphasizes that employee access to online student education records requires administrative approval.

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Procedures, Records, and Forms – BPPM Revision Memo 361

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BPPM Revision Memorandum

DATE:	June 16, 2010
FROM:	Office of Procedures, Records, and Forms
TO:	Manual Users
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Three Hundred Sixty-One

This BPPM revision includes the following changes:

Real Property Management 20.45

This revision provides current procedures and practices for processing and approving real property transactions.

Nepotism 60.14

This revision includes the followoing changes:

The organization of this section is updated.

The terms family member, household member, and intimate partner are defined.

The term state-registered domestic partner is added.

Exception request procedures are added which apply to all employees. An exception request must specify a third party who is to be involved with employment decisions.

Detailed responsibilities of the appointing authority are added.

Employees are responsible for disclosing qualifying relationships occurring at any time.

Ordering Alcoholic Beverages 70.29

This minor amendment:

Adds restrictions which apply to the Banquet Permit and the Special Occasion License in conformance with the Liquor Control Board's website and pamphlets.

Updates the procedures for obtaining approvals, submitting requests, and obtaining checks for units at all campuses.

Clarifies funding restrictions for purchases of banquet permits.

Updates the procedures for handling unused alcoholic beverages.

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Procedures, Records, and Forms – BPPM Revision Memo 362

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BPPM Revision Memorandum

DATE:	June 21, 2010
FROM:	Office of Procedures, Records, and Forms
TO:	Manual Users
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Three Hundred Sixty-Two

This BPPM revision includes the following changes:

Time Report for Overtime-Eligible Employees 60.60
Leave Report for Overtime-Exempt (Excepted) Classified Employees 60.62
Leave Report for Overtime-Exempt Faculty and Administrative Professional Employees 60.63

The revisions to these three sections:

Update the procedures regarding administrative approval.

Update the procedures for correcting errors on Time and Leave Reports.

Update the instructions for routing the Time and Leave Reports when employees have time loss due to occupational injury or disease.

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Procedures, Records, and Forms – BPPM Revision Memo 363

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BPPM Revision Memorandum

DATE:	July 21, 2010
FROM:	Office of Procedures, Records, and Forms
TO:	Manual Users
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Three Hundred Sixty-Three

This BPPM revision includes the following changes:

Use of University Property 20.35

This revision brings the policy into conformance with the University facilities use rules in WAC Title 504.

Overdrafts 30.21

This revision:

Updates Sponsored Programs Services (SPS) actions when a department fails to take action by the response due date on a sponsored account overdraft notice.
Updates SPS actions regarding review of sponsored accounts and notification of overdraft accounts
Updates departmental procedures regarding responding to notifications of overdrafts on sponsored accounts.

Cash Awards to WSU Employees 55.56

This minor amendment adds temporary restrictions regarding monetary awards to state employees that are effective from February 15, 2010 through June 30, 2011. This amendment also includes exceptions as provided by state law.

Faculty Timecard 60.42

This revision includes the following changes:

The benefit eligibility rules and the procedures for providing notice regarding benefit eligibility to applicable temporary faculty are updated.
The procedure for adding adjunct personnel is updated to reflect use of the Personnel/Position/Payroll Electronic Routing Management System (PERMS) for submitting personnel actions.
Departments must route requests to Summer Session for faculty timecard summer session appointments.

Faculty and Administrative Professional Personnel Leave 60.56

This minor amendment clarifies that exceptions to the requirement to use accumulated annual leave prior to termination date must be approved in writing by the appointing authority.

Table: July 1, 2010 - June 30, 2015 Holiday Schedule 60.76.2

This revision updates the Holiday Schedule for July 1, 2010 through June 30, 2015. This schedule applies to WSU Pullman, WSU Spokane, WSU Tri-Cities, WSU Vancouver, WSU Mt. Vernon Research & Extension Unit, WSU Prosser Irrigated Agriculture Research & Extension Center, WSU Puyallup Research & Extension Center, WSU Vancouver Research & Extension Unit, WSU Wenatchee Tree Fruit Research & Extension Center, WSU West, and USDA Yakima Agricultural Research Laboratory.

A notation is added directing collective bargaining unit employees to refer to the applicable agreements for information regarding holiday schedules

Department Orders 70.07

This revision includes the following changes:

The direct buy limit is increased from $3000 to $3500.
The total expenditures on a single Department Order (DO) may not exceed $3500, not including shipping, sales, or compensatory tax. If shipping is added as a line item on the order, it counts towards the $3500 limit. Departments are not required to enter shipping on DOs.

Acquisition of Computer Equipment, Services, or Software 70.24

This minor amendment:

Increases the direct buy limit for DO or purchasing card purchases from $3000 to $3500. Departments must submit Department Requisitions to process purchases in excess of $3500.
Updates the vendor information required for entry on the Department Requisition.
Updates the link to the Washington Department of Information Services (DIS) master agreements.

Buying Meals or Light Refreshments for Meetings 70.31

This minor amendment includes the following changes:

Users are directed to new section 95.21 for procedures to authorize direct deposit of food reimbursements.
Departments may use purchasing cards for direct vendor purchase of light refreshments. NOTE: Departments may not use purchasing cards to purchase meals.

Using Discretionary 17A Accounts 70.33

This minor amendment includes the following changes:

Faculty, student, and alumni (FS&A) accounts are now referred to as registered student organization (RSO) accounts.
The procedures for requesting employee reimbursements and direct vendor payments are updated to reflect current practices.
The procedures for distribution of reimbursement payments are updated to include direct deposit of payments.

Personal Services Contracts 70.50

This revision:

Adds a temporary restriction section applicable from March 17, 2010 through June 30, 2011.
Updates the direct buy limit for speakers and participants.
Adds higher education requirements for filing with the Washington Office of Financial Management (OFM).
Increases the lead time to submit sole source contracts to 30 days prior to the effective date.

Employee Household Moves 70.61

This minor amendment:

Updates the requirements and restrictions for employee household moves in accordance with the Washington Department of General Administration, Office of State Procurement's Employee Moving Guide.
Updates the documentation used for moving requests and payment processing to reflect current practices.
Adds an exception for reporting payments on an employee's W-2 for moving expenses paid directly to a third party on behalf of the employee, in accordance with Internal Revenue Service rules.

All-University Records Retention Schedules: Administrative--General Office Operations 90.01.12-14

This minor amendment updates the description and office holders of the records series titled Minutes and Files of General Office Meetings.

All-University Records Retention Schedules: Purchasing Forms Used Campus-Wide 90.01.42-44

This minor amendment adds a records series titled Fuel Credit Card Files to the All-University Records Retention Schedule.

All-University Records Retention Schedules: Research and Sponsored Projects Records 90.01.46-47

This minor amendment updates or adds the following records series to the All-University Records Retention Schedule:

Research Data
Research Data--Protectable Intellectual Property (Patent Issued)
Research Data--Protectable Intellectual Property (Patent Application Denied)
Laboratory Notebooks (or Equivalent Records)--Patent Issued

The title of this table in the All-University Records Retention Schedule is updated from Sponsored Projects Records to Research and Sponsored Projects Records to more clearly reflect the included records series.

Travel Expense Voucher 95.20

This minor amendment:

Adds an automated PDF version Travel Expense Voucher to pages 95.20.22-23 of this section.
Directs users to the Washington Department of Transportation's Mileage Chart website to obtain information regarding in-state mileage.
Directs users to new section 95.21 for procedures to authorize direct deposit of travel reimbursements.

Direct Deposit of Travel and Accounts Payable Reimbursements 95.21

This new section includes procedures for requesting direct deposit of food and travel reimbursements that were formerly in 95.20.

This new section includes procedures for submitting requests using the online request available at the myWSU Finances website and procedures for submitting requests by paper form.

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BPPM Revision Memorandum

DATE:	September 1, 2010
FROM:	Office of Procedures, Records, and Forms
TO:	Manual Users
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Three Hundred Sixty-Four

This BPPM revision includes the following changes:

Anti-Kickback 45.20

This new section provides requirements regarding the establishment of procedures to prevent and detect possible violations of the Anti-Kickback Act of 1986 (41 USC 51-58).

Section 45.20 replaces OGRD Memorandum 6: Anti-Kickback. This section is added to the BPPM in new Chapter 45: Research.

Layoff--Civil Service Employees 60.37

This minor amendment updates the criteria for layoff option 2, in accordance with a recent amendment to WAC 357-46-035.

Employee Assistance Program 60.86

The University's Employee Assistance Program, located at WSU Pullman, has moved administratively from the Office of the Vice President for Business and Finance to the Office of the Executive Director of Health and Wellness Services.

All-University Records Retention Schedules: Administrative--General Office Operations 90.01.12-14

This minor amendment adds the state records series titled Agreements, Inter-Agency, Intra-Agency, and Inter-Governmental to the All-University Records Retention Schedule.

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POLICY

This policy sets forth requirements regarding the establishment of procedures to prevent and detect possible violations of 41 U.S. Code Sections 51-58 (the Anti-Kickback Act of 1986). Washington State University departments and personnel must comply with that Act and this policy.

Anti-Kickback Act

The purpose of the Anti-Kickback Act of 1986 is to deter any person involved in contracting with the United States government from offering, accepting, or attempting to accept an inducement for favorable treatment in connection with a contract or contractual action entered into by the United States for the purpose of obtaining supplies, materials, equipment, or service of any kind. Inducements include anything of value, including money, commissions, fees, credit, gifts, gratuities, or compensation, which is provided directly or indirectly to any contractor, subcontractor, or employee of a contractor or subcontractor.

Implementation

The Office of Vice President for Research and Graduate Studies is primarily responsible for the implementation of this University policy.

REQUIREMENTS

Reports

University departments are to report possible violations of the Anti-Kickback Act of 1986 to the Office of Grant and Research Development (OGRD).

When the University has reasonable grounds to believe that a violation of the Anti-Kickback Act of 1986 may have occurred, OGRD promptly reports the possible violation in writing to:

The inspector general of the contracting department or agency of the United States,

The head of the contracting department or agency of the United States if the department or agency does not have an inspector general, or

The Department of Justice.

Cooperation with Federal Agencies

University departments and personnel are to cooperate fully with any federal agency investigating a possible violation of the Anti-Kickback Act of 1986.

Required Language

The University must include the following language in all federally-funded subcontracts to obtain supplies, materials, equipment, or services of any kind in connection with contracts exceeding $100,000 that are established between the University and departments or agencies of the United States.

"The Anti-Kickback Act of 1986 was passed to deter subcontractors from making payments for the purpose of improperly obtaining or rewarding favorable treatment in connection with a prime contract or a subcontract relating to a prime contract. By acceptance of this subcontract, the contractor agrees to comply with the following regulations. FAR 3.502, FAR 52.203-7, and 41 USC 51-58."

Procedures, Records, and Forms – BPPM Revision Memo 365

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BPPM Revision Memorandum

DATE:	September 21, 2010
FROM:	Office of Procedures, Records, and Forms
TO:	Manual Users
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Three Hundred Sixty-Five

This BPPM revision includes the following changes:

Form: WSU Receipt Request 30.52.10

This minor amendment updates the WSU Receipt Request form to add fields for cashier's initials and date entered. The field order is updated to better reflect the receipt request process.

Lost and Found 50.48

This minor amendment updates the table listing the lost and found areas at WSU Pullman. The amendment also updates the lost and found location and contact information for WSU Spokane.

University Name and Address File 90.70

This minor amendment updates the procedures for changing or restricting an address or telephone number. The amendment updates the list of offices which add information into the University Name and Address File system.

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BPPM Revision Memorandum

DATE:	October 1, 2010
FROM:	Office of Procedures, Records, and Forms
TO:	Manual Users
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Three Hundred Sixty-Six

This BPPM revision includes the following change:

Travel Rates 95.19

Effective October 1, 2010, this revision increases the maximum lodging amount for non-high-cost U.S. areas from $70 per night to $77 per night, in accordance with updated OFM regulations.

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BPPM Revision Memorandum

DATE:	October 6, 2010
FROM:	Office of Procedures, Records, and Forms
TO:	Manual Users
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Three Hundred Sixty-Seven

This BPPM revision includes the following change:

Relocation Expense Overview 70.60

The nontaxable mileage expense rate for relocation expenses decreased from $.27 per mile to $.165 per mile, in accordance with Internal Revenue Service regulations.

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BPPM Revision Memorandum

DATE:	October 13, 2010
FROM:	Office of Procedures, Records, and Forms
TO:	Manual Users
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Three Hundred Sixty-Eight

This BPPM revision includes the following change:

Layoff--Civil Service Employees 60.37

This amendment updates the list of University layoff units to reflect current University organization.

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BPPM Revision Memorandum

DATE:	November 8, 2010
FROM:	Office of Procedures, Records, and Forms
TO:	Manual Users
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Three Hundred Sixty-Nine

This BPPM revision includes the following changes:

Form: Gift Payroll Deduction 30.70.16

This minor amendment updates the annual donation levels for membership in the Sustaining, Tower Club, Bryan Society, and President's Associate gift clubs, in accordance with current practices.

Research Involving Human Subjects 45.50

This new section provides policies regarding research projects using human subjects, including requirements for the review of planned research and training for conducting such research.

Section 45.50 replaces OGRD Memorandum 4: WSU Policy Regarding the Participation of Human Subjects in Research.

Overtime-Eligible Employees 60.59

This minor amendment clarifies the circumstances under which overtime compensation is granted.

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BPPM Revision Memorandum

DATE:	November 30, 2010
FROM:	Office of Procedures, Records, and Forms
TO:	Manual Users
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Three Hundred Seventy

This BPPM revision includes the following changes:

Organizational Directory 10.05

This revision adds fields to the Add or Change WSUORG Information form to identify a primary administrative unit (e.g., academic college, administrative vice presidential area, or primary campus area) associated with the requesting unit. NOTE: The primary administrative unit identifier does not replace the financial area, but is intended to support organizational relationships for reporting purposes.

Time Report for Overtime-Eligible Employees 60.60
Form changes only: Windows Excel version 60.60.33 and Macintosh Excel version 60.60.33. (See explanation below.)

Leave Report for Overtime-Exempt Classified (Excepted) Employees 60.62
Form changes only: Windows Excel version 60.62.12 and Macintosh Excel version 60.62.12. (See explanation below.)

Leave Report for Overtime-Exempt Faculty and Administrative Professional Employees 60.63
Form changes only: Windows Excel version 60.63.13 and Macintosh Excel version 60.63.13. (See explanation below.)

These minor amendments replace the PDF-version Time and Leave Reports with Excel version forms.

Each Excel spreadsheet form includes an Start Here instruction sheet, a Master Sheet (for entry of field data to auto-fill in each report) and January through December Leave Report sheets. NOTE: Due to the functionality embedded in this file, users should download a new Excel Leave Report form template at the beginning of each calendar year.

The forms include error message functionality to alert users who try to use more annual, sick, shared, and/or comp time (if applicable) than has been earned. Mac users should note that the Mac version forms do not alert users of balance overages due to software limitations.

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BPPM Revision Memorandum

DATE:	December 22, 2010
FROM:	Office of Procedures, Records, and Forms
TO:	Manual Users
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Three Hundred Seventy-One

This BPPM revision includes the following changes:

Employing Non-U.S. Citizens 60.05

State law requires that the University provide a disclosure statement to each worker who is a non-U.S. citizen and who comes to the state of Washington based upon an offer of employment. This requirement does not apply to those workers who hold H-1B visas. This minor amendment describes this requirement and includes procedures regarding obtaining and completing the Foreign Worker Disclosure Statement.

The amendment also updates the federal employment restrictions for aliens holding E-3 status.

Recruitment and Selection of Faculty Personnel 60.11

This revision:

Updates the procedures for creating, changing, and recruiting for faculty positions and appointments.
Documents the move of the responsibility for the faculty recruitment process from the Office for Equal Opportunity (OEO) to Human Resource Services (HRS).
Changes the title of this section from Selecting Faculty Personnel.

Employee Departure Procedures 60.74

This revision removes the requirement for departments to send separating employees to HRS for counseling regarding benefits and retirement income. Employees may contact HRS for such counseling, but it is not required.

Outgoing Mail 80.24

To reflect current practices, this minor amendment:

Removes procedures for obtaining U.S. postage stamps from the Cashier's Window at WSU Pullman.
Updates the instructions for preparing mail and requesting mail services from campus mail offices at WSU Pullman, WSU Spokane, WSU Tri-Cities, and WSU Vancouver.
Updates the information regarding domestic and international mail.

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BPPM Revision Memorandum

DATE:	January 9, 2009
FROM:	Ralph Jenks, Director
TO:	Manual Users
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Three Hundred Thirty-Four

This BPPM revision includes the following changes:

Expense Assignment Action 58.03

This revision includes the following changes:

Expense Assignment Actions must now be approved by the principal investigator, area appointing authority, and Sponsored Programs Services officer. A field for other administrator signature is added for those EAAs which require additional approvals.

Position Control does not return copies of Expense Assigment Actions to the department after processing. Department personnel may review requested actions by accessing the AIS application DEPPS.

The paper version of the EAA is discontinued and replaced by a PDF version, which is on page 58.03.11. An automated FileMaker Pro version of the form is still available.

Nepotism 60.14

This revision clarifies those qualifying relationships that must be disclosed upon hire.

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BPPM Revision Memorandum

DATE:	January 29, 2009
FROM:	Ralph Jenks, Director
TO:	Manual Users
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Three Hundred Thirty-Five

This BPPM revision includes the following changes:

Faculty Timecard 60.42

Departments are to route faculty timecard appointments created to pay extra compensation from sponsored project funds, e.g., grants, to Sponsored Program Services for approval.

Table: WSU Extension Offices Calendar Year 2009 Holiday Schedule 60.76.3-4

This revision updates the WSU Extension Holiday Schedule.

Remote Internet Access Service 85.40

The section is removed.

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BPPM Revision Memorandum

DATE:	February 19, 2009
FROM:	Ralph Jenks, Director
TO:	Manual Users
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Three Hundred Thirty-Six

This BPPM revision includes the following changes:

Improper Governmental Actions (Whistleblower Act) 10.20

This revision updates the procedures for state employees to file reports of improper governmental actions, in accordance with legislative revisions to RCW Chapter 42.40. The discussion of protection for whistleblowers from retaliatory actions is also updated.

Billing Receivables System (BRS) 30.57

This revision:

Updates the procedures for completing the customer number information on the WSU Invoice form.

Clarifies that University Receivables sends monthly statements to nonstudent customers who owe the University.

Updates the list of potential collection procedures.

Updates to WSU Invoice form fields.

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BPPM Revision Memorandum

DATE:	March 4, 2009
FROM:	Ralph Jenks, Director
TO:	Manual Users
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Three Hundred Thirty-Seven

This BPPM revision includes the following changes:

Overtime-Eligible Employees 60.59

This revision:

Updates the procedures and compensation requirements for holiday hours worked for civil service, faculty, and administrative professional (AP) employees.

Adds requirements and procedures for compensatory time off and meal and rest breaks.

Adds stipulation that unused compensatory time must be paid off at the end of each biennium. Appointing authorities may establish additional times during the biennium when compensatory time must be paid.

Release of Personnel Records 90.07

This revision updates the procedures regarding requests for personnel or payroll records.

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BPPM Revision Memorandum

DATE:	March 27, 2009
FROM:	Ralph Jenks, Director
TO:	Manual Users
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Three Hundred Thirty-Eight

This BPPM revision includes the following change:

Layoff--Civil Service Employees 60.37

This revision clarifies the definition of seniority. Also, departments are directed to contact HRS prior to finalizing any layoff procedures.

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BPPM Revision Memorandum

DATE:	April 24, 2009
FROM:	Ralph Jenks, Director
TO:	Manual Users
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Three Hundred Thirty-Nine

This BPPM revision includes the following changes:

Reasonable Accommodation 60.21

This revision updates the policy and procedures regarding reasonable accommodation for employees with disabilities and/or serious medical conditions.

Evidence Preservation 90.12

This new section describes the steps the University takes to preserve evidence when litigation has been filed or when litigation is reasonably anticipated.

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BPPM Revision Memorandum

DATE:	April 30, 2009
FROM:	Ralph Jenks, Director
TO:	Manual Users
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Three Hundred Forty

This BPPM revision includes the following change:

Layoff--Civil Service Employees 60.37

This revision updates the list of the University's layoff units with the following changes:

Layoff Unit 19 is WSU Extension.

Layoff Unit 26 is the departments, offices, and programs reporting to the Vice President for Economic Development and Global Engagement.

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BPPM Revision Memorandum

DATE:	May 19, 2009
FROM:	Ralph Jenks, Director
TO:	Manual Users
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Three Hundred Forty-One

This BPPM revision includes the following changes:

Form: WSU Receipt Authorization 30.52.9

This minor amendment updates the office location and mail code for the Cashier's Section of the Controller's Office.

Form: WSU Receipt Request 30.52.10

This minor amendment updates the Receipt Request form to indicate the type of receipt. The amendment also adds a field for the number of forms being requested.

Direct Deposit of Excess Financial Aid Forms 30.98

This minor amendment updates the procedures for students to request direct deposit of excess financial aid funds. Students are directed to either request that the refund check be mailed to them or to request direct deposit of refunds by completing the online direct deposit form at the myWSU Finances website.

The PDF form, Authorization for Direct Deposit of Excess Financial Funds, is removed from the BPPM.

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BPPM Revision Memorandum

DATE:	June 9, 2009
FROM:	Ralph Jenks, Director
TO:	Manual Users
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Three Hundred Forty-Two

This BPPM revision includes the following changes:

Delegation of Contractual Authority 10.10

This revision adds a procedure for removing contractual authority delegation.

Cash Handling 30.53

This minor amendment:

Directs questions regarding the status of registered student organization (RSO) accounts to the designated offices at each campus which are responsible for providing financial services to RSOs.
Updates the procedure for obtaining the correct sales tax rate.
Updates the Cashier's Section location and hours.
Removes discontinued procedures regarding emergency postage stamp purchases.

Commercial Bank Accounts 30.65

This minor amendment updates the requirements and procedures regarding the use of commercial bank accounts.

Recruitment for Classified Positions 60.18

This revision includes the following updates:

WSU Pullman Human Resource Services (HRS) is responsible for overseeing all recruitment activities for classified positions at all WSU locations systemwide.
Departments are to submit personnel actions through the online Personnel/Position/Payroll Electronic Routing Managment System (PERMS).

Project Employment--Civil Service 60.23

WSU Pullman HRS is responsible for overseeing and approving project employment status for positions at all WSU locations systemwide.

Probationary and Trial Service Periods for Civil Service Employees 60.31

WSU Pullman HRS is responsible for overseeing and approving personnel actions including separations for probationary and trial service employees at all WSU locations systemwide.

Telework Agreements 60.34

This revision updates the policy and procedures for developing telework arrangements.

Layoff--Civil Service Employees 60.37

WSU Pullman HRS is responsible for overseeing and approving layoff processes at all WSU locations systemwide..

Faculty Timecard 60.42

The online TEMPS is updated to automatically route faculty timecard appointments created to pay extra compensation from sponsored project (grant) funds to Sponsored Program Services for approval.

Overtime-Eligible Employees 60.59

This revision provides for exceptions approved by the appointing authority when compensatory time cannot be cashed out at the end of the biennium.

Using Registered Student Organization Accounts 70.18

This revision updates the procedures for RSOs to set up, use, and manage accounts for making purchases from WSU and non-WSU vendors and individuals.

Each campus designates an office to serve as the financial services office. This designated office administers, monitors, and is the point of contact for campus RSO accounts.

The title of this section is changed from Faculty, Student, and Alumni Account Purchases.

University Records--Retention and Disposition 90.01

This revision includes housekeeping and editorial changes and the addition of the new state requirement regarding electronic records. The information regarding disposal of paper records is abbreviated and includes a link to the Waste Management website.

All-University Records Retention Schedules:

The following records retention schedules have been updated:

Administrative--General Office Operations 90.01.12-14

Complaints, Policy or Procedural
Project Files

Accounting/Fiscal Records 90.01.15-20

Banking Records
Billing Receivables System (BRS)
Credit Card Refund Voucher
Credit Card Transaction Records--Electronically-Processed
Credit Card Transaction Records--Manually-Processed
Gift Transmittal and Acknowledgement Files
Past-Due and Delinquent Account Notices--Payment Not Received
Past-Due and Delinquent Account Notices--Payment Received
Requests and Approvals for Write-Off of Uncollected Accounts
Uncollected Accounts

Payroll/Personnel Records Used Campus-Wide 90.01.30-38

Employment Eligibility Verification (I-9)
Personnel Record Folders
Personnel Record Folders--Long-Term Retention

Public Affairs and Public Disclosure Records 90.01.40-41

Assumption of Risk and Release of Liability Forms--No Accident Claim (Under 18 Years)
Assumption of Risk and Release of Liability Forms--No Accident Claim (18 Years or Over)
Assumption of Risk and Release of Liability Forms--With Accident Claim

Sponsored Project Records 90.01.50-51

Effort Certification Report
Grants Received by the University (Dept. Copy)

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BPPM Revision Memorandum

DATE:	June 25, 2009
FROM:	Ralph Jenks, Director
TO:	Manual Users
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Three Hundred Forty-Three

This BPPM revision includes the following change:

Form: Gift Payroll Deduction 30.70.16

This form update revises the statement above the donor signature. The gift receipt instructions at the bottom of the form are also updated.

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BPPM Revision Memorandum

DATE:	July 9, 2009
FROM:	Ralph Jenks, Director
TO:	Manual Users
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Three Hundred Forty-Four

This BPPM revision includes the following change:

Shared Leave 60.58

This revision:

Updates the requirements and procedures for applying for, receiving, and donating shared leave.
Adds requirements and procedures for receiving and donating shared leave to employees who are victims of domestic violence, sexual assault, or stalking.
Updates the Request to Donate Shared Leave Hours form (formerly titled Donation of Shared Leave Hours).
Adds a list of examples of qualifying medical conditions.
Clarifies the rules regarding faculty donations of sick leave.

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BPPM Revision Memorandum

DATE:	July 15, 2009
FROM:	Ralph Jenks, Director
TO:	Manual Users
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Three Hundred Forty-Five

This BPPM revision includes the following change:

Retention of Electronic Mail 90.03

Revised state regulations (WAC 434-662) require University departments and personnel to retain in electronic form those e-mail messages that are records requiring retention, along with attachments related to the records. Printing and retaining a paper copy of such an e-mail message is not a substitute for retention of the electronic version.

Refer to BPPM 90.01 for the All-University Records Retention Schedules.

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BPPM Revision Memorandum

DATE:	August 24, 2009
FROM:	Ralph Jenks, Director
TO:	Manual Users
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Three Hundred Forty-Six

This BPPM revision includes the following changes:

Form: Service Center Application 30.15.16

To improve clarity, this form amendment adds fields to indicate the names of the dean/vice president, department chair/director, and service center manager who are approving the Service Center Application.

Chapter 40: Sponsored Agreements

The name of Chapter 40 is changed from Grants and Contracts to Sponsored Agreements.

NOTE: Departments linking to HTML sections in Chapter 40 may want to update applicable links, as the chapter name is part of the URL for HTML-version manual sections.

Access to University Facilities 50.20

This housekeeping change updates WAC references and refers to student organizations as "recognized" in accordance with terminology used in the current WAC 504-28-020. Web and telephone locations for campus building hours are also updated.

Employment Eligibility Verification--USCIS Form I-9 60.04

This minor amendment updates the procedures for verifying U.S. citizenship or work authorization for new University employees using the new online I-9 process. The retention requirements for I-9s and verification documents is also updated.

Benefit Transfer for Previous State of Washington Employment 60.19

This minor amendment clarifies state rules regarding the transfer of leave credit and credit for state service.

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BPPM Revision Memorandum

DATE:	October 16, 2009
FROM:	Ralph Jenks, Director
TO:	Manual Users
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Three Hundred Forty-Seven

This BPPM revision includes the following changes:

Form: Surplus Property Report 20.76.11

This housekeeping correction updates the URL for submitting online requests to Surplus Stores for pickup of surplus items.

Determining Pay Status--Employee or Contractor 60.01

This amends the responsibilities for management of recruitment processes for faculty and administrative professionals (APs). Responsibility for overseeing recruitment of AP employees has moved from the Center for Human Rights to Human Resource Services.

Classification and Reclassification 60.02

This revision adds procedures for requesting classification or reclassification of temporary and project civil service and AP positions.

Selecting Faculty Personnel 60.11

This revision:

Removes the procedures for selecting APs from this section. (See the 60.17 summary below.)
Updates the procedures for conducting searches for faculty personnel.
Updates the procedures for appointing new faculty.
Expands the information regarding new employee orientation to include supervisory training.

The title of this section is changed from Selecting Faculty and Administrative Professional Personnel.

Preemployment Background Checks 60.16

This minor amendment updates responsibilities for management of the recruitment processes for faculty and administrative professionals (APs).

Selecting Administrative Professional Personnel 60.17

This new section provides requirements and procedures for creating and changing permanent, project, and temporary AP positions.

Personnel/Position/Payroll Electronic Routing Management System (PERMS) 60.25

This revision updates the procedures for completing personnel actions through the new online Personnel/Position/Payroll Electronic Routing Management System (PERMS).

The title of this section is changed from Personnel Action.

Performance Management Evaluations 60.55

This minor amendment adds information about the WSU Online Review and Query System (WORQS) and a link. WORQS is used to compile faculty annual review information. The amendment also updates the link and directions for APs to locate the AP Handbook on the HRS website.

Expenditure Authority 70.02

This minor amendment indicates that academic department chairs may refer to the Faculty Manual for information regarding chair responsibilities.

The amendment also updates the links in the section for obtaining information regarding delegation of appointing authority.

All-University Records Retention Schedules: Property Management Records 90.01.39

To increase clarity, this housekeeping correction changes the title of the records series Inventory Control Report--Surplused Items to Surplus Property Report.

Privately-Owned Motor Vehicles 95.11

This minor amendment replaces the discussion of requirements for drivers with a link to SPPM S35.10: Driving Vehicles on University Business. The amendment also replaces the discussion of accident reporting procedures with a link to SPPM S35.30: Motor Vehicles Accidents.

To figure in-state mileage access the included link to the Washington State Department of Transportation's Mileage Chart website.

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BPPM Revision Memorandum

DATE:	October 22, 2009
FROM:	Ralph Jenks, Director
TO:	Manual Users
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Three Hundred Forty-Eight

This BPPM revision includes the following changes:

Preemployment Inquiry Guidelines 60.08

This minor amendment updates the offices responsible for administering this section and answering questions regarding acceptable preemployment questions.

The amendment also updates the types of information reported on appointment personnel actions.

Establishing Salary Step, Periodic Increment Date, and Probation or Trial Service for Civil Service Employees 60.29

This minor amendment clarifies to whom the department submits a justification memorandum for a request to appoint a new employee to a salary range above the minimum step of a designated civil service classification.

Layoff--Civil Service Employees 60.37

This minor amendment adds a clarification regarding layoff list rights.

The amendment also adds a definition of the term "continuous service date" as it relates to seniority.

Recycling 80.80

This rminor amendment updates the information and procedures for recycling at the WSU Pullman campus.

The amendment also updates the link to the WSU Spokane Facilities website for obtaining recycling information for WSU Spokane.

All-University Records Retention Schedules: Safety Records 90.01.46-49

This amendment adds the records series titled Hazardous Materials Shipping Papers to the All-University Records Retention Schedule.

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BPPM Revision Memorandum

DATE:	October 29, 2009
FROM:	Ralph Jenks, Director
TO:	Manual Users
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Three Hundred Forty-Nine

This BPPM revision includes the following changes:

WSU Pullman Departmental Storage 20.75

This revision includes the following changes:

Effective January 1, 2010, departments will be charged for assigned storage spaces.
The procedures for requesting, obtaining, and utilizing storage spaces and for transporting and identifying items for storage are updated.
Overflow storage is available at the Central Stores warehouse.
The title of the section is changed from Departmental Storage Available at General Storage Building.

Suspended Operations 50.40

This revision adds an alert notification website for WSU Tri-Cities.

Employing Non-U.S. Citizens 60.05

This revision updates the listing of immigration codes and general restrictions on employment in accordance with the current codes used by the U.S. Citizenship and Immigration Services.

Printing Services 80.05

This revision updates the policy and procedures for University departments to request and obtain printing, photocopying, typesetting, assembly, and binding services. These changes update the section to reflect current University practices.

The amendment also clarifies that the policy is meant to ensure that printing requests comply with state printing and procurement laws.

Travel Rates 95.19

Effective October 1, 2009, the high cost meal rates are increased, in accordance with Washington Office of Financial Management (OFM) regulations (SAAM 10.90.20).

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BPPM Revision Memorandum

DATE:	November 5, 2009
FROM:	Office of Procedures, Records, and Forms
TO:	Manual Users
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Three Hundred Fifty

This BPPM revision includes the following changes:

The following sections are revised to add requirements for authorization from the President and/or Provost prior to discussion OR extension of an offer to positions with direct appointments to vice presidents, chancellors, deans, or the WSU Athletic Director:

Delegation of Appointing Authority 60.10
Selecting Faculty Personnel 60.11
Selecting Administrative Professional Personnel 60.17

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70.37_Purchasing_Using_and_Recycling_Multipurpose_Paper.htm

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PURCHASING
70.37
New 12-09
Supply Management Services
335-4592

WSU personnel are to observe the requirements in this section. This section addresses:

Purchasing multipurpose paper with recycled content,

Reducing paper usage, and

Recycling used paper.

The Governor's Executive Order 05-01 requires that all state agencies reduce overall paper use, increase the use of 100 percent recycled content paper, and recycle all used office paper. (Executive Order 05-01)

Effective December 31, 2009, state regulations require that all state agencies purchase 100 percent recycled content white cut sheet bond paper for use in office printers and copiers. (RCW 43.19A)

University policy mandates the efficient use of state resources. (Executive Policy Manual EP24).

Definition

Multipurpose paper is paper of letter and legal size that includes, but is not limited to, paper used for ink jet and laser printers, copiers, and fax machines.

PURCHASING PROCEDURES

Paper for Office Printers and Copiers

Departments are to purchase 100 percent recycled content white cut sheet bond paper for use in office printers and copiers. (RCW 43.19A)

The state legislature encourages state agencies and departments to give priority to purchasing from companies that produce paper in facilities that generate energy from renewable energy sources. (RCW 43.19A) University departments are encouraged to purchase white cut sheet bond paper from University Stores (see 70.35).

Exceptions

Departments using office printers and copiers which are unable to be calibrated to use 100 percent recycled content paper are to purchase paper with the highest recycled content that can be used efficiently by the printers and copiers.

At the time of lease renewal or at the end of the printer or copier's life cycle, the department is to lease or purchase a model that efficiently uses 100 percent recycled content white cut sheet bond paper.

Paper for High Volume Production

Printed projects that require the use of high volume production inserters or high-speed digital devices, such as those used by University Publishing/CougarCopies, are not required to meet the 100 percent recycled content white cut sheet bond paper requirement. Printing services departments are to use the highest recycled content paper that can be used efficiently by such equipment. (RCW 43.19A)

Paper for Other Purposes

Departments are to purchase non-white multipurpose papers that have a minimum of 30 percent recycled content, with a higher percentage of recycled content preferred.

Departments are encouraged to purchase letter and legal size multipurpose papers from either University Stores or a contract vendor (see below). NOTE: If the department purchases multipurpose paper from a contract vendor, the paper must have a minimum of 30 percent recycled content.

Vendors

University Stores

For University Stores' ordering procedures, see 70.35.

State Contract Vendors

To view the current state vendor contracts, see the Washington Department of Enterprise Services (DES) Contracts website at:

http://www.des.wa.gov/services/ContractingPurchasing/CurrentContracts/Pages/default.aspx

Enter the word "paper" in the Keyword contract search field to view the current paper vendor contracts.

WSU Contract Vendors

To view the current WSU vendor contracts, see the Purchasing Services website at:

http://purchasing.wsu.edu/

REDUCE PAPER USAGE

To support Governor's Executive Order 05-01, departments are to reduce overall paper use. Departments are to use multipurpose paper efficiently and avoid wasting state resources.

Recommended practices to reduce multipurpose paper use are described below:

Set copier default to copy on both sides of a sheet of paper. Copier service technicians can change this default setting for most duplex copiers.

Reuse paper by using a blank side of a previously used sheet for a separate purpose. Keep a tray of previously used paper next to the office printer or copier. Load the manual input or automatic feed trays with the previously used sheets.

NOTE: Do not reuse paper previously printed with confidential information, e.g., student identifiers. Such paper must be shredded prior to recycling.

Reduce paper weight. Heavier weight sheets use more fiber and cost more per sheet than lighter weight sheets. Example: 24 lb. copier paper uses 16 percent more fiber than 20 lb. copier paper uses and is more expensive.

Make copies as needed rather than in large batches at one time. Extra copies frequently become outdated or unusable.

Maintain up-to-date mailing lists. Avoid wasting copies on undeliverable items.

Enforce access codes for copier machines, printers, and fax machines.

Use electronic mail for interoffice memos, announcements, and targeted communications. Use group e-mail listservs to deliver important messages. Encourage employees to avoid printing out e-mail messages. Retain e-mail messages requiring electronic retention in accordance with the records retention schedules. See 90.01 and 90.03.

Eliminate fax cover sheets. Most fax machines automatically print identifying information at the top of pages sent. Put identifying information within the content of documents to be sent or use post-it notes to eliminate the need for cover sheets entirely.

Request to be taken off fax mailing lists to stop junk fax mail being sent to department offices. The transmission of unsolicited faxed advertisements has been illegal under U.S. federal law since 1991. (47CFR64.1200)

Store electronic documents in electronic archives using data compression software.

RECYCLE ALL PAPER

Departments are to recycle all multipurpose paper, rather than disposing of paper in wastebaskets or dumpsters. The University must pay to dispose of paper as solid waste; however, paper has value as a recycled commodity.

Confidential Material

Any documents containing confidential information must be shredded prior to recycling. See 90.01, 90.05, 90.06, and 90.07 regarding identification and disposition of confidential materials.

WSU Pullman Locations

WSU Pullman departments may deposit all grades of paper in the recycling collection bins located in all campus buildings or at WSU Recycling. See also 80.80.

For a complete list of the types of paper which departments are to recycle, select the list link on the Recycling at WSU website at:

http://facops.wsu.edu/Recycling/rec_comingle.htm

Confidential Materials

University Recycling provides locked bins upon request to gather confidential materials for pickup and shredding. Contact University Recycling for more information.

Assistance

If additional recycling assistance is needed, contact University Recycling at 335-4530.

Non-Pullman Locations

Non-Pullman locations rely on municipal or commercial centers for recycling. Non-Pullman departments are to recycle paper in accordance with local recycling practices.

WSU Spokane

For information regarding recycling at the WSU Spokane campus, select the Recycling link on the WSUS Facilities website at:

http://www.spokane.wsu.edu/services/Facilities/recycling.html

WSU Tri-Cities

For information regarding recycling at the WSU Tri-Cities campus, see the WSUTC Recycling website at:

http://www.tricity.wsu.edu/recycling

WSU Vancouver

For information regarding recycling at the WSU Vancouver campus, contact WSUV Facilities Operations; telephone 360-546-9000.

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Procedures, Records, and Forms – BPPM Revision Memo 351

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BPPM Revision Memorandum

DATE:	December 2, 2009
FROM:	Office of Procedures, Records, and Forms
TO:	Manual Users
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Three Hundred Fifty-One

This BPPM revision includes the following changes:

CougarCard 10.08

This revision includes number of updates to the CougarCard system have occurred since the last revision in 2002. Major changes include:

Locations for CougarCard services at each campus,
The process for deactivation of cards online, and
Card types.

Establishing, Naming, and Terminating WSU Accounts 30.05

This minor amendment updates the information regarding registered student organization (RSO) accounts, formerly called faculty, student, and alumni (FS&A) accounts.

Identity Theft Prevention Program 30.64

This new section provides requirements and provisions of the University's Identity Theft Prevention Program in conformance with Federal Trade Commission regulations.

Confirming Purchases 70.20

This minor amendment updates the requirements and procedures for processing confirming purchases.

Purchasing, Using, and Recycling Multipurpose Paper 70.37

This new section provides requirements and procedures for purchasing and recycling multipurpose paper. The section also provides guidelines for reducing paper usage.

Motor Pool 95.35

This revision:

Directs users to the Motor Pool Rates website for current motor vehicle rental rates.
Updates the fuel purchase information regarding the use of WSU fuel credit cards, which have replaced the Voyager credit cards for fuel purchases for University vehicles.
Updates the travel requirements for long-term vehicle rentals.

Motor Pool Rates 95.36

This section is removed.

Return to the Policies and Procedures Manuals home page.

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FINANCE
30.64
New 12-09
Finance and Administration
335-5524

In order to minimize the possibility of identity theft, University departments and personnel are responsible for observing the requirements of the Identity Theft Prevention Program.

Program Adoption

Washington State University establishes an Identity Theft Prevention Program, described in this section, pursuant to the Federal Trade Commission regulations, 16 CFR Part 681.2.

References

15 USC 1681a, 1691a

18 USC 1029(e)

16 CFR 603.2(a)

16 CFR 681: Identity Theft Rules ("Red Flag Rules")

§ 334.82(b) Fairness and Accuracy in Credit Transactions Act

Definitions

Definitions used in this program:

Identity Theft

Identity theft is a fraud committed or attempted using the identifying information of another person without authority.

Red Flag

A red flag is a pattern, practice, or specific activity that indicates the existence of possible identity theft.

Covered Account

A covered account is an account that a creditor, e.g., WSU, offers or maintains, primarily for personal, family or household purposes that involve or are designed to permit multiple payments or transactions.

Purpose

The Identity Theft Prevention Program is designed to detect, prevent, and mitigate identity theft in connection with covered accounts. The program includes reasonable policies and procedures to:

Identify relevant red flags for covered accounts offered or maintained by WSU or service providers.

Detect red flags that have been incorporated into the program.

Respond appropriately to any detected red flags.

Ensure that the program is updated periodically to reflect changes in risks to customers including students or to the safety and soundness of the creditor, e.g., WSU, from identity theft.

COVERED ACCOUNTS

University Accounts

Covered accounts administered by the University include accounts that are used to process the following:

Student loan credit balances, including Federal Perkins, Health Professions, and WSU institutional loan programs.

Student loan repayments.

Student accounts and general accounts receivable accounts repayments.

CougarCard accounts.

Service Provider Accounts

Covered accounts administered by service providers include services provided by contracted third-party commercial collection agencies for student loan accounts, student accounts, and general accounts receivable account collection and repayment.

IDENTIFICATION OF RELEVENT RED FLAGS

The program identifies the following as red flags: (See also Appendix: Red Flag Indicators.)

Suspicious documents

Suspicious personal identifying information

Unusual use of, or suspicious activity related to the covered account

Notice from customers, victims of identity theft, law enforcement authorities, or other persons regarding possible identity theft in connection with covered accounts.

Risk Factors

The program promotes consideration of risk factors in identifying relevant red flags for covered accounts, e.g., the types of covered accounts (see above) and the methods required to open covered accounts.

Methods of Opening Accounts

The following circumstances may lead to opening covered accounts:

Acceptance to the University and enrollment in classes.

Acceptance of financial aid award.

Completion of a student long-term loan entrance interview that requests the following personally identifying information:

Social security number Full name
Permanent address
Local address
Telephone
Date of birth
Driver license information
Next of kin information
Two personal references, including address and telephone

Access Methods

The University responds to requests to access covered account information in accordance with the following requirements.

"In person" access requires WSU ID card or picture identification.

Correspondence is mailed only to an address on file in the WSU Directory or an address provided by the U.S. Postal Service.

Online account access requires WSU Network ID and password.

Refunds provided by direct deposit are electronically sent via Automated Clearing House to bank accounts previously designated by customers.

DETECTION OF RED FLAGS

The program provides for detection of red flags relevant to each type of covered account. See also Appendix: Red Flag Indicators.

Refund of Student Loan Credit Balance

As directed by federal regulation (U.S. Department of Education) and/or departmental procedures, student loan credit balances must be refunded to the student. The refund can only be mailed to an address on file with the University or direct-deposited into the student's bank account. If the refund is picked up "in person" a valid WSU ID or picture ID is required.

Red Flags

Picture ID not appearing to be authentic or not matching the appearance of the student presenting it.

Student Loan Information

WSU has implemented specific procedures to protect confidential student information from being inappropriately released to third parties. Each involved employee receives training and is responsible for understanding and complying with department-specific procedures when responding to telephone calls.

Red Flags

While calls that resemble these examples are not necessarily red flags, extra care should be taken to ensure the authenticity of the call:

A caller who cannot provide all relevant information.

A caller who is abusive and attempts to get information through intimidation.

A caller who tries to distract WSU employee by being overly friendly or engaging the employee in unrelated "chit-chat" in an effort to change the employee's focus.

Any caller who appears to be trying to get the employee to circumvent WSU policy through some tactic that is intended to persuade the employee.

RESPONSES TO RED FLAG DETECTIONS

If a red flag has been detected by WSU personnel, an appropriate response may be one of the following:

Determine no response is warranted under the particular circumstances.

Deny access to the covered account until other information is available to eliminate the red flag.

Contact the student. (The employee confirms this action with the supervisor before initiating contact.)

Inactivation of a network account. (The employee confirms this action with the supervisor before inactivation.)

Notify the appropriate WSU department and cooperate with appropriate law enforcement. (The employee confirms this action with the supervisor.)

OVERSIGHT OF SERVICE PROVIDER ARRANGEMENTS

The University Receivables Office is responsible for ensuring that activities of all service providers and contractors are conducted in accordance with reasonable policies and procedures designed to detect, prevent, and mitigate the risk of identity theft.

A service provider or contractor that maintains its own Identity Theft Prevention Program, consistent with the guidance of the red flag rules (16 CFR Part 681) may be considered to be meeting these requirements.

Contractors and service providers must notify WSU of any security incidents, even if such incidents have not led to any actual compromise of WSU data.

WSU contracts with third parties to collect delinquent covered accounts. University Receivables Office requests and receives a red flag policy from each contracted service provider.

See Appendix: Red Flag Indicators as needed.

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30.64
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Finance and Administration
335-5524

Documents provided for identification that appear to have been altered or forged.

The photograph or physical description on the identification is not consistent with the appearance of the applicant or customer presenting the identification.

Other information on the identification is not consistent with readily accessible information that is on file with the University, such as information previously provided by a student in a loan entrance interview.

An application appears to have been altered or forged, or gives the appearance of having been destroyed and reassembled.

SUSPICIOUS PERSONAL IDENTIFYING INFORMATION

Personal identifying information provided is inconsistent when compared against information sources used by the University, e.g.:

The address does not match any address in the student record;

The WSU ID number does not exist or is assigned to another student;

Personal identifying information provided by the student is not consistent with other personal identifying information previously provided, e.g., date of birth.

Personal identifying information provided is associated with known fraudulent activity as indicated by internal or third-party sources used by the University, e.g., University police reports.

The student opening the covered account fails to provide all required personal identifying information on an application or in response to notification that the application is incomplete.

Personal identifying information provided is not consistent with personal identifying information that is on file with the University.

When using security questions (e.g., mother's maiden name, pet's name) the person opening the covered account or the customer cannot provide authenticating information beyond that which generally would be available from a wallet or consumer report.

UNUSUAL OR SUSPICIOUS ACTIVITY

Shortly following a notice of a change of address for a covered account, the University receives a request for new, additional, or replacement goods or services.

A covered account is used in a manner that is not consistent with established patterns of activity on the account. There is, for example, nonpayment when there is no history of late or missed payments.

Mail sent to the student is returned repeatedly as undeliverable although transactions continue to be conducted in connection with the student's covered account.

The University is notified of unauthorized charges or transactions in connection with a customer's covered account.

The University receives notice from students, victims of identity theft, law enforcement authorities, or other persons regarding possible identity theft in connection with covered accounts held by the University.

The University is notified by a student, a victim of identity theft, a law enforcement authority, or any other person that the University has opened a fraudulent account for a person engaged in identity theft.

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BPPM Revision Memorandum

DATE:	December 3, 2009
FROM:	Office of Procedures, Records, and Forms
TO:	Manual Users
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Three Hundred Fifty-Two

This BPPM revision includes the following changes:

Effort Certification System Overview 40.34

This minor amendment adds a requirement for effort certification for WSU employees whose earnings include federal appropriation monies (fund 143).

Completing the Effort Certification Report 40.35

This revision updates the procedures for competing the effort certification report, including the approval requirements and restrictions regarding cost sharing and matching funds.

Return to the Policies and Procedures Manuals home page.

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BPPM Revision Memorandum

DATE:	January 3, 2008
TO:	Manual Users
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Three Hundred Thirteen

This BPPM revision includes the following change:

Travel Rates 95.19

Effective January 1, 2008, the motor vehicle mileage reimbursement rate increased from $.485 per mile to $.505 per mile, in accordance with OFM regulations.

Return to the Policies and Procedures Manuals home page.

40.27_Fixed_Price_Agreements.htm

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This section has moved to a new location, as the title of BPPM Chapter 40 has changed from "Grants and Contract" to "Sponsored Agreements". You will be automatically redirected to the section's new location at:

http://www.wsu.edu/~forms/HTML/BPPM/40_Sponsored_Agreements/40.27_Fixed_Price_Agreements.htm

If you are not redirected within 5 seconds, click the hyperlink above.

Please update your bookmarks.

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BPPM Revision Memorandum

DATE:	January 11, 2008
TO:	Manual Users
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Three Hundred Fourteen

This BPPM revision includes the following changes:

Fixed Price Agreements 40.27

This new section provides a definition of a fixed price agreement and requirements and procedures for processing the cash balance after the project is completed.

Recruitment for Classified Positions 60.18

This revision clarifies the requirements and procedures regarding reemployment of Department of Retirement Systems (DRS) retirees.

All-University Records Retention Schedule: Accounting/Fiscal Records 90.01.15-20

This revision updates the title and description for the record series, Gift Transmittal and Acknowledgement Files.

Return to the Policies and Procedures Manuals home page.

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Procedures, Records, and Forms – BPPM Revision Memo 315

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BPPM Revision Memorandum

DATE:	February 8, 2008
FROM:	Ralph Jenks, Director
TO:	Manual Users
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Three Hundred Fifteen

This BPPM revision includes the following changes:

Federal Excess Property 20.78

This revision updates the procedure for notifying the Controller's Office of a federal excess property acquisition. The revision also updates the description of the applicable programs.

Responsibility for this section is moved from Materials and Resources Management to Facilities Operations Waste Management.

Administrative Service Charge 30.16

The University assesses administrative service charges on revenues collected by University units which charge for goods and services. Exempt revenue sources are also described in this new section.

Layoff--Civil Service Employees 60.37

This revision updates the descriptions of the WSU layoff units to reflect current University organization.

Table: WSU Extension Offices Calendar Year 2008 Holiday Schedule 60.76.3-4

This revision updates the WSU Extension Holiday Schedule.

Relocation Expense Overview 70.60

The nontaxable mileage expense rate for relocation expenses is increased from $.18 per mile to $.19 per mile, in accordance with Internal Revenue Service regulations effective January 1, 2008.

Return to the Policies and Procedures Manuals home page.

30.16_Administrative_Service_Charge.htm

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The University assesses administrative service charges on revenues collected by University units which charge for goods and/or services.

Administrative service fees are charged to provide funding for central University administrative service costs. In combination with other University funds, these fees partially offset overhead costs, which include personnel, payroll, accounts receivable and payable, purchasing, and other support services.

ADMINISTRATIVE SERVICE CHARGE

The University assesses an administrative service charge to service center units for revenue of any type in programs 01 through 10 (including object 21), 15, 16, 19, and 19B.

Administrative service charge revenues are deposited into the Local Dedicated Fund (148-05) and are allocated through the annual budget process.

The Vice President of Finance and Administration, in consultation with the President reviews and sets the administrative service charge rate periodically.

Service center units may include administrative service charges as operating costs in setting rates for goods and/or services. See below and 30.15.

Exempt Revenue Sources

Revenue sources exempt from the administrative service charge calculations include the following:

Costs charged to federal sponsored projects.

Central allocations supplementing the revenue receiving unit. This includes regular session tuition and fee revenues.

Revenue associated with flowthrough funds.

Services and Activities Fees (S&A Fees) allocated to the revenue receiving unit.

Special course fees dedicated to supplement (but not replace) appropriated funds or regular student fees.

Revenues for a unit established within a college or area which provides central support services to that college or area.

Exemptions approved by the Vice President of Finance and Administration and/or the President due to special considerations, based on written requests from colleges or areas.

70.32_Renting_Non-Public_Facilities_for_Meetings.htm

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OVERVIEW

This section provides policies and procedures for renting or leasing non-state or other non-public facilities for official University purposes. Such purposes may include University conferences, conventions, meetings, and training sessions. Non-state and non-public facilities include facilities operated by entities other than state, local, or federal governments.

Applicability

These polices and procedures apply to all conferences, conventions, meetings, and training sessions held or sponsored by any University unit in non-state or other non-public facilities.

This section does not apply to conferences, conventions, meetings, and training sessions attended by University personnel but not hosted or sponsored by the University.

This section does not apply to the long-term leasing of non-state facilities. Refer to 20.45 for real estate procedures.

Public Preference

When selecting venues for meetings or conferences, the University is to give first preference to locations at University-owned, state-owned, or other publicly-owned facilities. (SAAM 10.10.55)

Barrier Free

Meetings and conferences held in non-state or non-public locations and sponsored by the University are to be barrier free in accordance with state regulations. Refer to SAAM 50.50.

REQUEST PROCEDURE

The person responsible for the choice of location and facilities is to submit a request in writing to the responsible dean or equivalent administrative officer. The request is to include:

The purpose and objective of the meeting;

The name of the organizations or persons expected to attend and an estimate of the attendance;

An estimate of the anticipated cost to the state, including travel costs;

An explanation indicating why state-owned or other publicly-owned barrier-free facilities cannot be used.

Submittal Deadlines

The requester is to submit the request to the dean or equivalent administrative officer at least five days prior to the event. If an agreement for leasing or renting the facility is to be negotiated, the requester submits the request and receives approval prior to negotiating the contract with the vendor.

Retention of the Request

The approved request document is retained by the department in the associated vendor payment file. See 90.01.

PAYMENT OR REIMBURSEMENT

If the request is approved by the administrator, the department processes the payment.

A department may directly pay the vendor or reimburse an employee for incurred expenses.

Requesting Reimbursement

If an employee personally pays for the facility:

Submit a request for reimbursement to the Travel Services division of the Controller's Office. Include the following documents:

A completed and approved State of Washington Invoice Voucher approved by the supervisor. (If the supervisor does not have expenditure authority for the charged account, an employee holding the appropriate expenditure authority also signs the Invoice Voucher. See 70.02.)

Complete a Travel Expense Voucher instead of the Invoice Voucher if the employee was in travel status. See 95.20.

The receipt from the vendor.

Direct Payment

The department may pay a vendor directly using one of the following procedures:

Department Order

Complete a Department Order. Follow procedures in 70.07.

Departmental Requisition

Complete a Departmental Requisition prior to the event. (Purchasing generates a Purchase Order which is given to the vendor.) Follow procedures in 70.10.

Vendor's Invoice

Obtain an invoice for the facility from the vendor. If the vendor's address and name is not on the invoice, complete a State of Washington Invoice Voucher and obtain the vendor's signature on the form. A University purchasing form is not required for this procedure.

Submit the vendor's invoice to Travel Services. Add the coding of the supporting account. A University employee with expenditure authority for the supporting account must sign the invoice. (See 70.02 for an explanation of expenditure authority.)

NOTE: The total cost may not exceed the current purchasing bid limit. See 70.13.

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BPPM Revision Memorandum

DATE:	February 26, 2008
FROM:	Ralph Jenks, Director
TO:	Manual Users
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Three Hundred Sixteen

This BPPM revision includes the following changes:

Payment Card Data Security Compliance 30.61

All University departments which process credit card transactions are required to adopt and implement tools, practices, and policies to comply with these payment card security standards.

Workplace Violence 50.30

This revision adds a Workplace Violence Incident Report form to 50.30.8 as the document used to report workplace violence incidents to the campus Human Resource Services office.

Note: If physical injuries result from the workplace violence incident, the manager or supervisor is to also complete an Incident Report to report those injuries. (See S25.20.)

Form: Telework Agreement 60.34.8-10

This housekeeping change specifies that the Human Resource Services copy of the telework agreement is to be filed in the employee's official personnel folder in HRS.

Employee Departure Procedures 60.74

Departments are to document the completion of required items when an individual resigns, retires, or is separated from the department or the University. Departments may use the Departure Checklist provided in this new section or a departmental checkout document to ensure that all applicable personnel, payroll, computing, financial, property, and safety-related procedures are completed when an individual leaves departmental or University employment.

The checklist is not all inclusive and a department may have additional requirements. The department attaches notation of the completion of any additional departure requirement to the Departure Checklist or includes the information on a departmental checkout document.

Renting Non-Public Facilities for Meetings 70.32

This new section provides policies and procedures for renting or leasing non-public facilities for meetings in accordance with state Office of Financial Management (OFM) requirements.

Cellular Telephones 85.45

This revision increases the maximum monthly allowance for cellular telephone service plans from $120 to $150.

Return to the Policies and Procedures Manuals home page.

30.61_Payment_Card_Data_Security_Compliance.htm

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PURPOSE

Due to rapidly-evolving financial crimes and computer-related security challenges, the payment card industry has published specific Payment Card Industry Data Security Standards (PCIDSS) in an effort to better secure payment account data in a globally consistent manner. The payment card industry includes MasterCard Worldwide, Visa International, and American Express. Departments and business units throughout the Washington State University system may need to enter into WSU's master merchant agreement with credit card processors as part of their business transaction services.

All University departments which process credit card transactions are required to adopt and implement tools, practices, and policies to comply with these data security standards. Failure to comply may result in financial penalties or security breaches with the consequence of loss of acceptance of credit cards.

This policy helps ensure that Payment Card Industry Data Security Standards compliance requirements are met by University business units and departments. Contact Finance and Administration regarding University requirements and procedures for using and reporting contracted payment card services, and procedures for obtaining and maintaining merchant agreements.

POLICY

See below for definitions of terms and acronyms used in this policy.

Payment Card Industry Data Security Standards (PCIDSS)

All University departments which process credit card transactions are required to comply with and support the Payment Card Industry Data Security Standards (PCIDSS).

Each year, all departments which process credit card transactions are required to submit completed payment card data security compliance surveys to the E-Commerce Coordinator. The E-Commerce Coordinator sends the surveys to all credit card processing departments annually.

Merchant Agreements

University departments must coordinate any merchant agreement participation through the Associate Vice President for Finance.

Transaction Service Providers

All departments which process credit card transactions are required to use PCIDSS-compliant transaction service providers approved by the Associate Vice President for Finance or designee.

Transaction Service Technology

WSU-hosted transaction service technology deployments must comply with all relevant University security policies, procedures, and practices in addition to the Payment Card Industry Data Security Standards.

Policy Exceptions

Any existing or future University credit card processing department with a specific need or operational requirement which is an exception to this policy must submit a formal written request for the exception to the Associate Vice President for Finance.

The Associate Vice President for Finance or designee:

Reviews the request while consulting with the Information Technology Services Security Office;

Notifies the requesting party regarding whether or not the exception is allowable; and

Notifies the requesting party of any specific conditions that must be honored as part of the exception.

APPLICABILITY

All current and future University departments which process credit card transactions and all temporary transaction services established to accept credit card transactions for specific activities or events are required to comply with this policy.

ENFORCEMENT

Failure to comply with this payment card data security policy results in:

Restrictions on use or closure of merchant-account-related services, and

Disciplinary action up to and including termination of employment at Washington State University.

RESPONSIBILITIES

Associate Vice President for Finance

The Associate Vice President for Finance is responsible for:

Conducting oversight of the entire merchant credit card process

Implementing payment card data security policy and procedures across all campuses

Determining whether or not vendor/third parties meet industry certification

Maintaining master merchant agreements with WSU's financial institutions

E-Commerce Coordinator

The E-Commerce Coordinator is responsible for:

Departmental training

Communicating changes to all merchants

Sending and reviewing annual payment card data security merchant compliance surveys

University Information Security Officer

The University Information Security Officer is responsible for:

Executing final approval of methods of credit card processing through websites and third-party software

Serving as a resource for Finance and Administration Systems Support and/or merchants regarding electronic-security-related issues

Executive Director, Business Services/Controller

The Executive Director, Business Services/Controller is responsible for enforcing this policy.

DEFINITIONS

Merchant Agreement Holder

A merchant agreement holder is defined as any business unit or department which holds a merchant agreement with any payment card industry (PCI) service provider. This includes terminal-based payment system owners and online web-based application system owners.

Payment Card Industry Data Security Standards (PCIDSS)

The Payment Card Industry Data Security Standards (PCIDSS) are defined as information security standards published by the PCI Security Standards Council that all merchant agreement holders are required to adopt and implement. Failure to comply may result in serious fines, penalties, and/or restrictions on merchant account activity.

The specific data security standards compliance requirements are available on the PCI Security Standards Council website, at:

https://www.pcisecuritystandards.org/

Transaction Service Provider

A transaction service provider is defined as a third party which provides a secured processing connection with the merchant agreement holders transaction processing bank.

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BPPM Revision Memorandum

DATE:	March 6, 2008
FROM:	Ralph Jenks, Director
TO:	Manual Users
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Three Hundred Seventeen

This BPPM revision includes the following change:

Service Centers 30.15

This revision updates the automated Service Center Calculation Worksheet in Excel. The update includes the new administrative service charge rate of 8% for services provided on or after July 1, 2008.

This revision provides two versions of the worksheets until the July 1, 2008 deadline is reached. Users are directed to select worksheet 30.15.19-21-FY08 to prepare rates through June 30, 2008. Users are directed to select worksheet 30.15.19-21-FY09 to prepare rates for on or after July 1, 2008.

Return to the Policies and Procedures Manuals home page.

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BPPM Revision Memorandum

DATE:	April 8, 2008
FROM:	Ralph Jenks, Director
TO:	Manual Users
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Three Hundred Eighteen

This BPPM revision includes the following changes:

Sale or Transfer of Surplus Equipment 20.80

This revision clarifies the University's policy on the sale or transfer of surplus equipment.

Motor Pool Rates 95.36

This revision updates the listing of available vehicles and the rates for daily rental of Motor Pool vehicles.

Return to the Policies and Procedures Manuals home page.

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BPPM Revision Memorandum

DATE:	April 17, 2008
FROM:	Ralph Jenks, Director
TO:	Manual Users
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Three Hundred Nineteen

This BPPM revision includes the following changes:

Form: Public Records Request 90.05.6

The revision to the form expands the address field to address, city, state, and ZIP code fields to clarify the contact information needed from requesters.

Applicant Travel 95.14

This revision clarifies that more than one interviewer may receive paid meal expenses when conducting an interview with a faculty or administrative professional candidate.

Return to the Policies and Procedures Manuals home page.

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BPPM Revision Memorandum

DATE:	April 24, 2008
FROM:	Ralph Jenks, Director
TO:	Manual Users
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Three Hundred Twenty

This BPPM revision includes the following changes:

Purchasing Card 70.08

The revision to this section:

Updates the program participant responsibilities;
Updates the training information;
Updates the purchasing card restrictions;
Updates the procedures for obtaining and using the card;
Updates the procedures for reviewing, receiving, and reconciling purchase transactions;
Adds a temporary delegation form; and
Adds a checkout log sheet.

Return to the Policies and Procedures Manuals home page.

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BPPM Revision Memorandum

DATE:	May 8, 2008
FROM:	Ralph Jenks, Director
TO:	Manual Users
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Three Hundred Twenty-One

This BPPM revision includes the following changes:

Sponsored Project Activity Request 40.23

This revision updates the Sponsored Project Activity Request form and the associated completion procedures.

Classification and Reclassification 60.02

This revision updates the procedures for requesting classification or reclassification of civil service and administrative professional positions.

Return to the Policies and Procedures Manuals home page.

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BPPM Revision Memorandum

DATE:	May 20, 2008
FROM:	Ralph Jenks, Director
TO:	Manual Users
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Three Hundred Twenty-Two

This BPPM revision includes the following changes:

Project Employment--Civil Service 60.23

The University may appoint classified (civil service and collective bargaining unit-covered) employees to project positions. This new section provides requirements and procedures for appointing civil service employees to project positions.

To appoint collective bargaining unit agreement-covered employees to project positions, departments are instructed to refer to the applicable bargaining unit agreements.

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BPPM Revision Memorandum

DATE:	June 11, 2008
FROM:	Ralph Jenks, Director
TO:	Manual Users
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Three Hundred Twenty-Three

This BPPM revision includes the following changes:

WSU Receipts 30.52

This revision includes the following changes:

Updates to the procedures for authorizing departmental personnel to obtain WSU Receipts and Receipt Log Sheets.

The University Receivables Manager approves alternate versions of receipt or log sheets.

Departments submit all forms associated with the receipting process to the Cashier's Section of the Controller's Office.

Cash Handling 30.53

Departments at all University locations are responsible for depositing amounts totalling $100 or more within 24 hours of receipt, or the next working day if amounts are received after normal University business hours.

Accounts Receivable 30.56

Vendor departments which do not enter receivables into the BRS complete and route a central report annually to the Controller's Office. (The Controller's Office notifies such vendor departments when reports are due.) The monthly report is no longer required.

Return to the Policies and Procedures Manuals home page.

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BPPM Revision Memorandum

DATE:	July 2, 2008
FROM:	Ralph Jenks, Director
TO:	Manual Users
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Three Hundred Twenty-Four

This BPPM revision includes the following changes:

Layoff--Civil Service Employees 60.37

This revision adds layoff procedures for classified employees appointed to project positions.

This revision also adds a new layoff unit for the College of Communication.

Training and Development 60.71

This revision clarifies requirements for the creation and retention of training documentation. The revision also provides options for departments to comply with meeting retention requirements.

All-University Records Retention Schedules: Administrative--Executive Level Records (Dean and above) 90.01.10-11

The State Records Committee has updated the title and description of the records series titled Quality and Performance Improvement Documentation.

Travel Rates 95.19

Effective July 1, 2008, the mileage reimbursement rate increased from $.505 per mile to $.585 per mile, in accordance with OFM regulations.

Return to the Policies and Procedures Manuals home page.

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BPPM Revision Memorandum

DATE:	July 25, 2008
FROM:	Ralph Jenks, Director
TO:	Manual Users
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Three Hundred Twenty-Five

This BPPM revision includes the following changes:

Delegation of Appointing Authority 60.10

This revision:

Updates the definition of appointing authority.

Updates the list of powers held only by appointing authorities.

Updates the definition of employing officials.

Updates the list of employment actions which typically involve employing officials.

Updates the requirements and procedures for removal of appointing authority.

Updates the procedure for requesting temporary employment appointing authority.

Receipt, Inspection, and Acceptance of Purchased Goods 70.14

This revision updates the procedures for receiving shipments at WSU Pullman and non-Pullman locations. Procedures are updated for notifying Central Receiving or Accounts Payable of received shipments. Accounts Payable authorizes payment after receiving notification of receipt. Note: Central Receiving no longer issues Receiving Reports with delivered shipments.

All-University Records Retention Schedules: Administrative--Executive Level Records (Dean and above) 90.01.10-11

This revision adds the records series titled History Files to the Administrative--Executive Level Records table.

All-University Records Retention Schedules: Payroll and Personnel Records Used Campus Wide 90.01.30-37

This revision updates the description of the records series titled Department's Employee File.

Return to the Policies and Procedures Manuals home page.

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BPPM Revision Memorandum

DATE:	August 21, 2008
FROM:	Ralph Jenks, Director
TO:	Manual Users
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Three Hundred Twenty-Six

This BPPM revision includes the following changes:

Form: Key Assignment Record 50.25.9

This revision updates the replacement and rekeying costs listed in the Key Agreement portion of the form.

Departmental Payroll Processing 55.22

This housekeeping change removes the reference to a specific shift differential monthly pay amount from the payroll code definitions list.

Benefit Transfer for Previous State of Washington Employment 60.19

This revision expands the types of state of Washington employers whose former employees may transfer benefits upon employment with WSU. The revision also clarifies requirements regarding break in service.

All-University Records Retention Schedules: Payroll and Personnel Records Used Campus Wide 90.01.30-37

This revision adds the records series titled Employee Training History Files to the All-University Records Retention Schedule. This revision also adds the term Search Files to the title of the state records series called Employee Recruitment Files.

This BPPM revision makes housekeeping changes to the following sections removing references to overtime-eligible faculty. The University does not have faculty in overtime-eligible classifications.

Payment Upon Separation of Employment 55.49

Payment for Unused Sick Leave 60.41

Time Report for Overtime-Eligible Employees 60.60

Leave Report for Faculty and Administrative Professional Employees 60.63

Return to the Policies and Procedures Manuals home page.

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BPPM Revision Memorandum

DATE:	August 28, 2008
FROM:	Ralph Jenks, Director
TO:	Manual Users
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Three Hundred Twenty-Seven

This BPPM revision includes the following changes:

Suspended Operations 50.40

This revision adds information regarding the WSU Crisis Communication System and updates other notification procedures.

Performance Management Evaluations 60.55

This revision updates the procedures for documenting and routing annual reviews of administrative professional employees.

Shared Leave 60.58

This revision adds requirements and procedures regarding the donation of shared leave to employees who are volunteering emergency response services in a declared state of emergency. Requirements and procedures are also added for donating to or receiving shared leave from the Uniformed Services Shared Leave Pool.

Parking Permits Available to WSU Pullman Departments 80.90

This new section describes the parking permit options which Parking and Transportation Services provides for departments which have faculty and/or staff who use personal vehicles to conduct official University business at WSU Pullman.

Release of Public Records 90.05

This revision:

Updates the title of the University officer assigned to be the Public Records Officer;

Adds a reference to the cost rate for scanning paper records when a requester requires imaged copies; and

Updates the public records request response procedures.

Return to the Policies and Procedures Manuals home page.

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BPPM Revision Memorandum

DATE:	September 23, 2008
FROM:	Ralph Jenks, Director
TO:	Manual Users
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Three Hundred Twenty-Eight

This BPPM revision includes the following changes:

Research or Conference Account Request 40.07

This revision adds or revises the following fields on the Research or Conference Account Request (RCAR):

Department contact, contact telephone, AG research codes, OGRD #, and home account number;

Check boxes under 'Type of Account' for blanket research and new sub-account;

Budget distribution columns to indicate budgets by object for a single account budget or transfer from home account to new sub-account;

Updates the signature line fields to provide a signature line for the principal investigator of a single account or originating account (if transfer), and for the principal investigator ofa recipient account.

This revision also updates the request criteria, including other uses of the RCAR.

All-University Records Retention Schedules: Payroll and Personnel Records Used Campus Wide 90.01.30-37

This revision updates the descriptions of the following records series on the All-University Records Retention Schedule:

Department's Employee File
Personnel Record Folders

Travel Expense Voucher 95.20

This housekeeping change clarifies the information to be entered on the TEV regarding travel advances. On department reference documents, i.e., monthly statements and in the AIS application BALANCES, the Payment Request Number is referred to as the Document No.

Return to the Policies and Procedures Manuals home page.

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http://www.wsu.edu/~forms/HTML/BPPM/40_Sponsored_Agreements/40.07_Research_or_Conference_Account_Request.htm

If you are not redirected within 5 seconds, click the hyperlink above.

Please update your bookmarks.

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BPPM Revision Memorandum

DATE:	October 31, 2008
FROM:	Ralph Jenks, Director
TO:	Manual Users
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Three Hundred Twenty-Nine

This BPPM revision includes the following changes:

Lost and Found 50.48

This housekeeping change updates the table listing the lost and found areas at the WSU Pullman campus.

Summer Educational Benefits 60.73

This revision:

Adds a field to the form for instructors to sign for enrollment after the fifth day, to audit, or if there is a time conflict.

Adds a field to the form for the department chair to sign for enrollment in impacted classes.

Adds an instruction that the form must be submitted in person (not through campus mail) to the Summer Session Office on the first day of class.

Updates the form instructions accordingly.

Interdepartmental Requisition and Invoice (IRI) 70.05

This revision adds a PDF version of the IRI form to the section. (See 70.05.6.)

Return to the Policies and Procedures Manuals home page.

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BPPM Revision Memorandum

DATE:	November 12, 2008
FROM:	Ralph Jenks, Director
TO:	Manual Users
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Three Hundred Thirty

This BPPM revision includes the following changes:

Establishing a Quasi Endowment 30.78

This new section provides instructions for requesting the establishment or termination of quasi endowments.

Temporary Employment Program 60.26

This revision clarifies the requirements regarding eligibility for retirement and insurance benefits for nonstudent temporary employees.

Form: Conditions for Temporary Employment 60.27.8

This form revision updates the temporary employee information regarding eligibility for insurance and retirement benefits.

Relocation Expense Overview 70.60

The nontaxable mileage expense rate for relocation expenses has been increased from $.19 per mile to $.27 per mile.

Return to the Policies and Procedures Manuals home page.

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POLICY

When the University invests otherwise spendable gift funds in the Consolidated Endowment Fund for the purpose of producing long-term spendable income, such a fund is called a quasi endowment.

A quasi endowment is established by the Vice President for Business and Finance when he or she determines that establishment of such a fund is beneficial to the University.

Quasi endowments (sometimes referred to as funds functioning as endowments) are granted to units within the University for the purpose of converting currently spendable assets into invested assets that will produce future on-going support of a University program.

Generally, a quasi endowment will not be established unless the funds will remain in the Consolidated Endowment Fund for at least three years. NOTE: The Consolidated Endowment Fund is a commingled pool of private gifts that are invested by WSU Foundation in a balanced portfolio of equity and fixed income investments intended to provide permanent funding for WSU's educational mission.

Requirements

A quasi endowment is designated by the Vice President for Finance and Administration for the uses specified in the underlying Establishment of Fund document or, in the absence of donor restrictions, for the purposes specified by the requesting unit. See also 30.75.

A minimum of $100,000 is required to establish a quasi endowment. Once established, funds are spent in accordance with the terms establishing the quasi endowment. Changes to a quasi endowment or spending of the "principal" require approval by the Vice President for Finance and Administration.

By the nature of the financial resources used to create a quasi endowment, only the Vice President for Finance and Administration as treasurer for the Board of Regents can create a quasi endowment. All quasi endowments are assets of the University and, for investment purposes, are treated like all other University endowments.

Management and Advancement Fee

Quasi endowments are subject to the same Management and Advancement Fee as true endowments.

NOTE: The Management and Advancement Fee is an asset-based fee that is paid to WSU out of the Consolidated Endowment Fund's earnings to cover a portion of the salaries and operating costs associated with the services that WSU provides WSU Foundation. It is assessed quarterly on the 36-month moving average of the Consolidated Endowment Fund's market value at the percentage specified in the spending policy approved by WSU Foundation.

Expendable Resource

For financial reporting purposes, all investments of quasi endowments are considered expendable resources.

Establishment

Requests for establishment of, or additions to, a quasi endowment must be made through a dean, vice president, or chancellor.

Submit the request to the Associate Vice President for Finance requesting establishment of, or addition to, a quasi-endowment. The request memorandum must contain at least the following information:

Dollar amount of request and source of funds (budget-project).

Proposed name of the account.

Terms of the underlying bequest, gift restrictions, or Establishment of Funds document, with copy of supporting documentation attached.

Explanation of how distributions will be used by the requesting unit.

Name of the administrator of the fund.

Name, telephone, and e-mail address of the departmental contact for questions.

The Associate Vice President for Finance reviews the request and recommends approval or disapproval to the Vice President for Business and Finance.

If approved by the Vice President for Finance and Administration, the Associate Vice President for Finance staff works with the requesting unit to set up the necessary accounts and funds transfers. If not approved, the Associate Vice President for Finance notifies the unit in writing.

Terminations

Requests for termination of, or withdrawals from, a quasi endowment must be made through the responsible dean, vice president or chancellor. The request is in the form of a memorandum to the Associate Vice President for Finance requesting termination of or withdrawal from a quasi endowment. The request for termination must be submitted to the Associate Vice President for Finance at least six months prior to the anticipated termination date. The memorandum must contain at least the following information:

Dollar amount of the request and the purpose of withdrawal, which must be consistent with the original terms of the bequest or gift funds (budget-project).

Terms of the bequest or gift restrictions, with copy of supporting documentation attached.

Name, telephone, and e-mail address of the departmental contact for questions.

The Associate Vice President for Finance reviews the request and recommends approval or disapproval to the Vice President for Finance and Administration. Finance and Administration coordinates the request with the WSU Foundation Finance Office.

If approved, the Associate Vice President for Finance staff works with the requesting unit to effect the transaction and transfer funds. If not approved, the Associate Vice President for Finance notifies the unit in writing.

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BPPM Revision Memorandum

DATE:	December 5, 2008
FROM:	Ralph Jenks, Director
TO:	Manual Users
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Three Hundred Thirty-One

This BPPM revision includes the following changes:

Freight Discount Contracts 80.28

This revision updates the available selection of preferred freight carriers. Note: DHL is no longer included in the state of Washington freight service contract.

Telephone Dialing Procedures 85.44

This revision:

Adds toll-free calling to the WSU West campus to the on-campus and intercampus calling list.
Updates the instructions for credit card or collect calls.
Updates the URL for the Canadian directory assistance website.

Return to the Policies and Procedures Manuals home page.

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BPPM Revision Memorandum

DATE:	December 15, 2008
FROM:	Ralph Jenks, Director
TO:	Manual Users
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Three Hundred Thirty-Two

This BPPM revision includes the following changes:

Staffing During Suspended Operations or Emergency Closures 60.40

This revision clarifies the requirements and procedures regarding staffing during periods of suspended operations or emergency closures.

The title of this section is changed from Staffing During Emergency Closures.

Faculty and Administrative Professional Personnel Leave 60.56 and
Civil Service Employee Leave 60.57

Both sections are revised to:

Clarify the procedures regarding use of leave due to suspended operations, inclement weather, or an unanticipated circumstance lasting less than a week that requires an employee to remain at home.

Increase the maximum period of paid military leave from 15 days to 21 days per year.

Add procedures regarding leave for spouses of members of the military.

Add procedures for leave to care for qualifying individual who is suffering from a serious injury or illness arising from injuries incurred in the line of duty in the armed forces of the U.S.

Add procedures for leave for victims of domestic violence, sexual assault, or stalking.

Return to the Policies and Procedures Manuals home page.

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BPPM Revision Memorandum

DATE:	December 23, 2008
FROM:	Ralph Jenks, Director
TO:	Manual Users
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Three Hundred Thirty-Three

This BPPM revision includes the following changes:

Form: Contract Review Sheet 10.11.7

This form is updated to add a notation box for Office of Business and Finance use.

Copyrighting and Marketing Original Material 35.35

This revision updates the policy and procedures for copyright ownership and marketing of copyrightable materials with the Faculty Manual and current University practices.

Invention Ownership and Disclosure 35.50

This revision updates criteria for invention ownership in conformance with invention disclosure procedures.

Invention Income Distribution 35.53

This revision directs users to the Faculty Manual for the description of how royalties and other payments regarding intellectual property are distributed.

Project Employment--Civil Service 60.23

This revision clarifies the procedures for recruitment and notification of civil service employees to fill project positions. The revision also adds a required statement which is to be included in recruitment materials.

Shipping Services 80.15

This revision adds procedures for reporting shipments which contain hazardous materials.

Travel Rates 95.19

Effective January 1, 2009, the motor vehicle mileage reimbursement rate is decreased from $.585 per mile to $.55 per mile, in accordance with OFM regulations.

Return to the Policies and Procedures Manuals home page.

35.35_Copyrighting_and_Marketing_Original_Material.htm

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OVERVIEW

Generally, WSU is the copyright owner of all works produced by WSU personnel.

Author

For purposes of this policy the term "author" refers to the individual(s) responsible for the creation of the original work.

Administration

The Intellectual Property Committee administers WSU copyright matters and determines University copyright policy. The Director of the Office of Commercialization (OC) is ex officio secretary for the committee. Direct specific questions on copyright matters to the OC; telephone 335-5526.

OWNERSHIP

Ownership and royalty rights to copyrightable materials originated by WSU personnel are set forth in the table below.

MARKETING

The OC and individual WSU administrative units approve WSU-owned materials for copyright registration.

Prior Approval

WSU's prior approval and review process ensures that materials which are copyrighted, published, and marketed by the University have achieved acceptable technical and content quality standards.

Before initiating distribution and/or registering the copyright, the author discloses the material subject to copyright promptly to his or her administrative unit or the OC

Include a description of the work and the potential market plus any other information which may assist in evaluating the request.

Indicate any desired restrictions or limits on production, marketing, or distribution.

WSU Review

The author's administrative unit and the OC act as a team to review and approve the work.

Producers of audiovisual and instructional television materials from the College of Veterinary Medicine seek approval from Biomedical Communications.

Rejection

If the work is rejected by any reviewing group the author is advised in writing and allowed to remedy the problem. The author may appeal a reviewing groups decision to the Intellectual Property Committee.

DETERMINATION OF RIGHTS TO COPYRIGHTABLE MATERIAL
Extent of WSU Support	Initiative and Effort	Description	Ownership Rights*	Royalty Rights	Examples***
None	Individual	Absolutely no use of WSU facilities, time, materials, or services.**	Individual	Individual	A novel or text written at home; preparation cost borne entirely by the author.
Incidental (less than 25%)	Individual	Incidental use of WSU facilities and time.**	Individual	Individual	Text written by a faculty member; utilized WSU office space, library.
More than 25%	University	Specifically assigned University duty or a duty specifically commissioned in writing. Use of WSU facilities, time, materials or services.	University	University	Materials produced by WSU staff units. WSU publications. Assigned audiovisual productions.
Variable--supported by extramural sponsors in whole or in part.	Individual and/or University and/or sponsor		As set forth in the documents and/or regulations governing the sponsored programs.

* Articles published by scholarly, professional, and commercial journals are usually copyrighted by the publication. The author, University, or sponsor may be requested to transfer copyright rights. Prior review by the Intellectual Property Committee and WSU departments is not required in such cases.
** Use of WSU clerical support for preparation of these materials is prohibited. All expenses relating to licensing, protection, and sale of these materials are the responsibility of the author. See also the Faculty Manual.
*** Examples are included as guidance only and are not to be interpreted to limit any category.

Final Approval

The Intellectual Property Committee is responsible to determine a dispute on approval.

Acceptance

The OC may accept the work. If the OC accepts the work, the OC manages the copyright in accordance with the Faculty Manual.

Released to Author

The Committee may release the material to the author which allows the author to market the work without WSU affiliation.

If the author is authorized to market the work and if the work is developed with WSU facilities, the OC and the author may negotiate an amount to reimburse WSU.

If the author uses WSU facilities to produce or market the work a continuing payment may be negotiated.

WSU retains nonexclusive royalty-free license to use the work.

Responsibility for Copyright Registration and Marketing

Audiovisual Materials and Instructional Television Programs

Marketing

Biomedical Communications is responsible for marketing materials produced by administrative units within the College of Veterinary Medicine.

Copyright Registration

WSU service departments (e.g., Biomedical Communications) are responsible for registering copyrights for those materials for which they have marketing responsibility.

Other WSU-Owned Materials

The appropriate WSU administrative unit or commercial agency as indicated in the contract coordinates production and marketing.

The OC may register the copyright.

Accounting for Proceeds

The University distributes the proceeds generated from the sale or rental of copyrighted materials in accordance with the procedures outlined in the Faculty Manual.

OBTAINING FEDERAL COPYRIGHT PROTECTION

Statutory copyright protection occurs as soon as an original work is fixed in tangible form, whether published or unpublished. (17 USC l02)

Copyright Notice

Proper notice includes placing the word "Copyright," the abbreviation "copr.," or the symbol ©; the year of first publication of the work; and the copyright owner's name in such a location so as to provide "reasonable notice of claim of copyright." Usually this notice is placed on the title page. (17 USC 401)

The University obtains copyright in the name of the Board of Regents of Washington State University.

Registration of Copyright

Unpublished as well as published work may be registered for additional copyright protection.

Registration of the copyright with the U.S. Copyright Office increases the owner's control and improves the prospects of recovering damages in cases of unauthorized use.

Instructions and forms may be obtained from the OC; telephone 335-5526.

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BPPM Revision Memorandum

January 3, 2007

TO:	Manual Users
FROM:	Ralph Jenks, Director
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Two Hundred Ninety-Two

This BPPM revision includes the following change:

Travel Rates 95.19

Effective January 1, 2007, the motor vehicle mileage reimbursement rate increased from $.445 per mile to $.485 per mile, in accordance with OFM regulations.

Return to the Policies and Procedures Manuals home page.

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BPPM Revision Memorandum

February 6, 2007

TO:	Manual Users
FROM:	Ralph Jenks, Director
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Two Hundred Ninety-Three

This BPPM revision includes the following change:

Proposal Processing and Development 40.02

This revision updates the procedures for investigators to search for funding sources and adds routing requirements for proposal submissions to some private sponsors. The revision also updates the list of administrators who must approve proposals prior to submission to the Office of Grant and Research Development (OGRD).

Benefit Transfer for Previous State of Washington Employment 60.19

The office of Benefit Services is now part of Human Resource Services (HRS), and is no longer listed as a separate responsible office. The process for reporting previous employment benefit information is updated.

Reporting Daily Activity for Temporary Employees 60.61

The reference to the Payroll Documents Schedule is updated to reflect current schedule information.

Buying Meals or Light Refreshments for Meetings 70.31

This revision removes a prohibition against payment for employee meals with job candidates.

Academic Media Services 80.13

This revision updates the services available from Academic Media Services. (Academic Media Services combines the functions of two former departments, Instructional Support Services and WHETS.) This department is moved from Information Technology Services, and is now a division of Educational and Public Media.

The title of this section is changed from Instructional Support Services.

All-University Records Retention Schedule: Payroll and Personnel Records Used Campus-Wide 90.01.30-37

This revision increases the scope of the records series, Appointing Authority, to include delegations of authority to appoint faculty and administrative professionals, as well as classified employees.

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BPPM Revision Memorandum

February 23, 2007

TO:	Manual Users
FROM:	Ralph Jenks, Director
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Two Hundred Ninety-Four

This BPPM revision includes the following change:

Cyclic-Year Positions for Classified Employees 60.30

This revision changes the request for social security number to request for WSU ID number on the Cyclic-Year Letter Model in the section and the Cyclic-Year Memorandum form on 60.30.9.

Leave Report for Overtime-Exempt (Excepted) Classified Employees 60.62

Departments are to comply with the Payroll Documents Calendar when submitting copies of Classified Leave Reports reporting leave without pay to Human Resource Services.

Network Services Account Request 85.37

This revision includes the following changes to the Network Services Account Request (see 85.37.5) and applicable procedures:

Removes the social security number field.
Adds fields for adding or terminating an Exchange mail account.
Removes fields for changing authorization to use an indicated procedure number.
Adds fields to indicate a department contact and contact telephone number.
Adds security restriction information.
Adds procedures and fields for requesting changes to user IDs as an exception to policy.
Updates departmental procedures for employee transfers.

All-University Records Retention Schedule: Safety Records 90.01.45-48

This revision updates the retention of secondary copies of Emergency Response Plan Files.

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BPPM Revision Memorandum

April 6, 2007

TO:	Manual Users
FROM:	Ralph Jenks, Director
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Two Hundred Ninety-Five

This BPPM revision includes the following changes:

Form: Contract Review Sheet 10.11.7
Form: Agreement Template 10.11.8-11

This revision updates the Contract Review Sheet and Agreement Template forms as follows:

When non-WSU or non-public facilities are to be used, the applicable dean, director, chair or higher administrator must attach a written and signed justification to the Contract Review Sheet.

The names and signatures of the expenditure authority and the applicable dean, director, chair or higher administrator for the proposing department must be included on the completed Contract Review Sheet.

The Agreement Template is updated to add several additional sections, e.g., hold harmless provisions, insurance provisions.

Keys to University Rooms and Buildings 50.25

This revision updates the procedures for obtaining and managing keys to rooms and buildings at all WSU locations.

Position Identifying Description (PIDD) 58.04

The Position Identifying Description (PIDD) is displayed in HEPPS in the name field, and is listed on HEPPS downloads and reports in the Financial Data Warehouse.

All-University Records Retention Schedule: Accounting/Fiscal Records 90.01.15.20

This revision updates the description and the office name of the primary copy holder for the record series, Gift Transmittal and Acknowledgement.

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BPPM Revision Memorandum

April 30, 2007

TO:	Manual Users
FROM:	Ralph Jenks, Director
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Two Hundred Ninety-Six

This BPPM revision includes the following changes:

Proposal Processing and Development 40.02

This revision updates the list of required approvals for proposals.

Table: WSU Extension Offices Calendar Year 2007 Holiday Schedule 60.76.3-4

This revision updates the WSU Extension Holiday Schedule.

Return to the Policies and Procedures Manuals home page.

40.02_Proposal_Processing_and_Development.htm

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http://www.wsu.edu/~forms/HTML/BPPM/40_Sponsored_Agreements/40.02_Proposal_Processing_and_Development.htm

If you are not redirected within 5 seconds, click the hyperlink above.

Please update your bookmarks.

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BPPM Revision Memorandum

May 4, 2007

TO:	Manual Users
FROM:	Ralph Jenks, Director
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Two Hundred Ninety-Seven

This BPPM revision includes the following changes:

Payment Upon Separation of Employment 55.49

This revision updates the procedure for employees to provide address changes.

Temporary Employment Processing 60.27

Responsibility for temporary employment job postings and applications has been transferred from Human Resource Services to the Student Employment Center division of the Office of Financial Aid and Career Services.

This revision:

Updates the approval and training requirements for employees to use the Temporary Employment System (TEMPS).

Updates the procedures for departments to post temporary employment job announcements.

Updates the procedures for prospective employees to obtain and complete temporary employment applications.

Temporary employees report hours on either a Daily Activity Report, time card, or alternate time/piece record approved by HRS.

Tuition Waivers--Fall and Spring Semesters 60.70

USDA faculty and staff employed at WSU locations are no longer eligible for tuition fee waivers.

Summer Educational Benefits 60.73

USDA faculty and staff employed at WSU locations are no longer eligible to enroll in academic courses without paying fees.

Allowable Purchases (By Program) 70.03

This revision:

Changes the description of allowable and unallowable purchases from 17C accounts.

Adds capital funds to the list of programs.

Adds direct charges for administrative or clerical support to the nonallowable examples for programs 11-14.

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BPPM Revision Memorandum

June 14, 2007

TO:	Manual Users
FROM:	Ralph Jenks, Director
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Two Hundred Ninety-Eight

This BPPM revision includes the following changes:

Using the Business Policies and Procedures Manual 00.02

WSU users who connect to the Internet through non-wsu.edu domains or through firewalls may access PDF manuals and forms by going to the PDF Alternate Access website.

Central Stores 70.35

This revision updates the procedures for ordering items from Central Stores. Users may search, browse, query, and place order requests through the Central Stores Ordering system website.

Return to the Policies and Procedures Manuals home page.

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BPPM Revision Memorandum

June 29, 2007

TO:	Manual Users
FROM:	Ralph Jenks, Director
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Two Hundred Ninety-Nine

This BPPM revision includes the following changes:

All-University Records Retention Schedule: Payroll and Personnel Records Used Campus-Wide 90.01.30-37

This revision updates the retention requirements or descriptions for the following records series:

Annual Review of Faculty
Personnel Record Folders
Time Report

General Travel Policies 95.01

This revision adds an "Applicability" section in conformance with the State Administrative and Accounting Manual (SAAM).

Meals and Lodging 95.06

This revision:

Adds a note to the Three-Hour Rule indicating that a traveler may not stop for a meal just to meet the three-hour requirement.

Adds an additional description regarding payment for conference meals in accordance with the SAAM.

Adds a statement indicating that travelers may use personal financial resources to purchase lodging accommodations.

Transportation 95.07

This revision adds a requirement that the department retain custody of e-ticket authorization numbers until immediately prior to the trip, in conformance with SAAM requirements.

Miscellaneous Travel Expenses 95.08

This revision adds shuttle fares to reimbursable expenses.

Travel for Personal Convenience 95.17

This revision adds conditions specified in the SAAM for approving personal travel during an official WSU trip.

Illness or Injury While on Travel Status 95.18

When a traveler takes leave of absense of any kind as a result of illness or injury that is due to the traveler's own misconduct, the authorized reimbursement for meals, lodging, transportation, and all other travel expenditures may not be continued during the leave period. (SAAM 10.20.50.b)

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BPPM Revision Memorandum

July 13, 2007

TO:	Manual Users
FROM:	Ralph Jenks, Director
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Three Hundred

This BPPM revision includes the following changes:

Delegation of Contractual Authority 10.10

This housekeeping revision removes the reference to specific dates for Regents' delegation to the President to handle matters pertaining to the general business and financial affairs, organization, and management of the University.

State of Washington Invoice Voucher 30.45

This new section adds a PDF version of the State of Washington Invoice Voucher to the BPPM. Links are provided in this section to the 14 BPPM sections and one SPPM section that include procedures for submitting State of Washington Invoice Vouchers for various types of transactions.

Cash Handling 30.53

This revision adds PDF versions of the Cash Deposit Report form in half-sheet and full-sheet sizes on pages 30.53.8 and 30.53.9.

Delegation of Appointing Authority 60.10

This housekeeping change removes references to specific Board of Regents resolutions authorizing appointing authority to the WSU President.

Reporting Daily Activity for Temporary Employees 60.61

This revision:

Includes a requirement for temporary employees to submit a separate time/piece record for each pay period worked.

Adds supervisors' requirements. A supervisor is not to sign a time/piece report until the employee completes working all of her or his hours for the pay period. In order to maintain the integrity of the pay-affecting document, the supervisor must not return the report to the employee after signing.

Adds a Daily Activity Report for Multiple Accounts form. This form is available in a PDF version on 60.61.4.

Release Time for Training 60.72

The purpose of this revision is to clarify and add authority to the supervisor's role in determining , approving, and denying training.

The revised section includes the following changes:

Prior to approving more than 20 hours of release time, a supervisor may ask the employee to submit a training plan outlining his or her development goals.

The supervisor determines whether or not hours devoted to directed or required training may be included as part of the employee's annual release time total.

Online learning resource information is added.

The list of reasons for which a supervisor may deny a request for release time is expanded.

An employee may report patterns of repeated denials to the area's appointing authority or Human Resource Services when a supervisor does not provide justification for the denials or make alternate arrangements.

Employee Assistance Program 60.86

This revision:

Updates the issues and services covered by the University and state Employee Assistance Programs (EAPs).

Updates the eligibility requirements and procedures for Pullman and non-Pullman personnel to obtain confidential, professional assessment and referral services.

Moves responsibility for this section from Business Affairs to Human Resource Services.

Requesting Facilities Operations Services 80.45

This new section provides procedures for departments to request services and notifications of building or campus events, such as road closures. WSU Pullman Facilities Operations recommends that Pullman campus departments use the myFacilities website to request services and notifications. The revision also includes procedures for WSU Pullman and regional campus departments to request campus Facilities Operations services and event notifications.

Use of Social Security Number on Forms 90.78

This revision clarifies when a disclosure notice is required and when it is not required.

Motor Pool 95.35

This revision updates driver responsibilities for daily visual vehicle inspections for long-term rentals.

Facilities Operations' Plant Services and Risk Management evaluate vehicle or property damage potentially resulting from gross negligence, abuse, neglect, or added-on devices or accessories. The evaluation determines whether the department or Plant Services is chargeable for the vehicle repair.

NOTE: WSU users who connect to the Internet through non-wsu.edu domains or through firewalls may access the PDF forms and sections from the PDF Alternate Access website at:

http://www.wsu.edu/forms2/index.cgi

Return to the Policies and Procedures Manuals home page.

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BPPM Revision Memorandum

August 3, 2007

TO:	Manual Users
FROM:	Ralph Jenks, Director
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Three Hundred One

This BPPM revision includes the following changes:

Service Centers 30.15

This revision:

Adds requirements regarding intellectual property ownership and data rights.

Adds a field to the Service Center Questionnaire, 30.15.17-18, regarding potential for development of intellectual property.

Adds an automated Service Center Calculation Worksheet in Excel, on 30.15.19-21.

Moves responsibility for this section from Sponsored Programs Services to General Accounting.

The Service Center Application, 30.15.16, is also updated to reflect this change.

Expense Assignment Action 58.03

This revision updates the procedures for making temporary changes or additions to a position's supporting accounts.

Also, departments are to enter WSU ID numbers, not social security numbers, of associated employees when completing an action supported by sponsored programs.

Time Report for Overtime-Eligible Employees 60.60

Departments are to keep reports for all employee types until termination of employment and then send the Time Report files to Human Resource Services (HRS) for audit.

The routing chart is updated to remove the copy to Benefit Services.

Leave Report for Faculty and Administrative Professional Employees 60.63

Departments are to retain monthly Leave Reports until termination of employment and then send the employee's entire Leave Report file to HRS for audit.

All-University Records Retention Schedule: Information Services Records 90.01.21-25

This revision adds records retention requirements for server logs to the All-University Records Retention Schedule.

Motor Pool Rates 95.36

This revision updates the listing of available vehicles and the rates for daily and long-term rental of Motor Pool vehicles. Long Term Rental Plan C is discontinued.

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BPPM Revision Memorandum

August 17, 2007

TO:	Manual Users
FROM:	Ralph Jenks, Director
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Three Hundred Two

This BPPM revision includes the following changes.

Personnel Action 60.25

This revision updates:

Procedures for requesting employment actions for faculty, administrative professional, civil service, collective bargaining unit, and graduate assistant employees.

Lists of tenure areas and immigration codes.

Routing instructions.

Personnel Action Form to remove the supervisory track, supervisory duties, student spouse, and Benefit Services signature fields; revise the overtime status/work period field; and correct the numbering of the fields.

Incoming Freight 80.27

This revision modifies Central Receiving procedures for processing incoming freight.

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Procedures, Records, and Forms – BPPM Revision Memo 303

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BPPM Revision Memorandum

September 14, 2007

TO:	Manual Users
FROM:	Ralph Jenks, Director
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Three Hundred Three

This BPPM revision includes the following changes:

Account Balances/Detail 30.07

This revision:

Changes the title of the section from Budget Statement to Account Balances/Detail.

Shifts the focus of the section from the paper-copy Budget Statements to the online Account Balances/Detail application.

Adds the document number prefix "U" for purchasing card transactions to the list of document types.

Accounts Receivable 30.56

This revision updates the guidelines for review of write-offs of uncollected receivables.

Gift Transmittals 30.70

This revision:

Updates the Gift Transmittal and Acknowledgment form;
Adds five new special use gift transmittal forms;
Adds a gift payroll deduction form;
Adds an electronic funds transfer authorization form;
Adds three new forms to document the courier drop-off process;
Adds applicable procedures for completing the forms; and
Adds procedures for routing gifts to Gift Accounting, including a courier service process.

Form: Relocation Expense Request 70.62.4

The form is revised to request the employee's WSU ID number, rather than social security number.

All-University Records Retention Schedule: Public Affairs and Public Disclosure Records 90.01.39-40

This revision adds retention requirements for records of University conferences and seminars to the All-University Records Retention Schedule.

Release of Public Records 90.05

The President has designated the Vice President for University Relations as the University Public Records Officer. Responsibility for processing, tracking, and responding to public records requests remains with the Office of Procedures, Records, and Forms.

This revision also updates the certification statement on the Public Records Request form, 90.05.6.

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BPPM Revision Memorandum

September 21, 2007

TO:	Manual Users
FROM:	Ralph Jenks, Director
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Three Hundred Four

This BPPM revision includes the following changes:

Telework Agreements 60.34

The telework policy now applies to all employees.

This revision also adds requirements regarding security and confidentiality. The employee and supervisor must consult with and receive approval from the University's Information Security Coordinator.

Payment for Unused Sick Leave 60.41

This revision clarifies the information regarding the Retirement Attendance Incentive Program (VEBA MEP) and updates the employee eligibility references.

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Procedures, Records, and Forms – BPPM Revision Memo 305

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BPPM Revision Memorandum

October 1, 2007

TO:	Manual Users
FROM:	Ralph Jenks, Director
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Three Hundred Five

This BPPM revision includes the following changes:

Cellular Telephone Allowance Payments 55.70

This new section provides procedures for establishing and authorizing cellular telephone allowance payments.

Cellular Telephones 85.45

When employees require cellular telephones for official business, departmental administrators may reimburse associated costs by approving taxable compensation paid through Payroll Services. A cellular telephone purchased with the reimbursement becomes the personal property of the employee.

NOTE: These procedures do not address the transition to the new system. Temporary transition guidelines are available at:

http://www.wsu.edu/~forms/HelpFiles/CellPhoneTransitionGuidelines.html

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BPPM Revision Memorandum

October 4, 2007

TO:	Manual Users
FROM:	Ralph Jenks, Director
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Three Hundred Six

This BPPM revision includes the following changes:

Form: Gift Payroll Deduction 30.70.16

This form revision adds an instruction to specify the paycheck date to begin the gift payroll deduction.

Departmental Payroll Processing 55.22

This revision:

Updates the list of earnings type codes.

Adds a requirement and procedures for departments to retain an electronic or paper copy of the PEAR (Payroll Expenditure Audit Report) data plus comments record format in the Document download file type. The department is to retain these records in accordance with University records retention requirements.

The department may download the PEAR data in the Spreadsheet file format for internal recordkeeping purposes.

Updates the procedures for routing requests for access to HEPPS (Higher Education Personnel Payroll System).

Cellular Telephone Allowance Payments 55.70

This housekeeping revision corrects the definition of the earnings type code CPF to clarify that the earnings type is used for employees on federal retirement.

Personnel Action 60.25

This housekeeping revision removes the paper version of the Personnel Action Form and replaces it with a PDF version of the form, which may be completed and/or printed from 60.25.49 as needed.

The FileMaker Pro version of the Personnel Action Form remains available through the Procedures Records, and Forms FileMaker Forms website at:

http://www.wsu.edu/~forms/fm.html

Shipping Services 80.15

This revision updates the procedures for tracking incoming and outgoing freight shipments.

Information Technology Computing Invoice and Usage Reports 85.34

This revision updates:

The definitions of terms used in Information Technology Services (ITS) computing invoice and usage reports;
The names of the reports involved;
The contact offices for obtaining current price schedules; and
The name of the administering office.

The title of this section is changed from Information Technology Billing and Usage Reports.

All-University Records Retention Schedule: Payroll and Personnel Records Used Campus-Wide 90.01.30-37

This revision updates the departmental retention requirements for Leave Reports.

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Procedures, Records, and Forms – BPPM Revision Memo 307

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BPPM Revision Memorandum

October 9, 2007

TO:	Manual Users
FROM:	Ralph Jenks, Director
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Three Hundred Seven

This BPPM revision includes the following changes:

Department Orders 70.07

This revision updates the list of prohibited Department Order purchases and the procedures for departments to report the receipt of merchandise.

Central Stores no longer attaches a Receiving Report to a delivered order.

Travel Rates 95.19

Effective October 1, 2007, the maximum lodging rate for non-high-cost locations in the continental U.S. is increased from $60 per night to $70 per night, in accordance with Office of Financial Management (OFM) regulations.

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BPPM Revision Memorandum

October 19, 2007

TO:	Manual Users
FROM:	Ralph Jenks, Director
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Three Hundred Eight

This BPPM revision includes the following changes:

Reporting Daily Activity for Temporary Employees 60.61

This housekeeping revision replaces the paper version of the Daily Activity Report with a PDF version. See 60.61.5. The Daily Activity Report is used for temporary employees who work for a single account during a given pay period. (Departments use the Daily Activity Report for Multiple Accounts for employees who are supported by more than one account during a pay period. See 60.61.4.)

FileMaker Pro versions of the Daily Activity Report and the Daily Activity Report for Multiple Accounts continue to be available from the Procedures, Records, and Forms FileMaker Forms website at:

http://www.wsu.edu/~forms/fm.html

Motor Pool Rates 95.36

This revision adds hybrid SUVs and crossover AWD vehicles to the listing of available vehicles.

Return to the Policies and Procedures Manuals home page.

Procedures, Records, and Forms – BPPM Revision Memo 309

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BPPM Revision Memorandum

November 19, 2007

TO:	Manual Users
FROM:	Ralph Jenks, Director
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Three Hundred Nine

This BPPM revision includes the following changes:

Access to University Facilities 50.20

This revision adds requirements for University administrators or designees, officers, agents, or employees who need access to residence halls while in the performance of assigned duties (e.g., custodial, fire services), or access to other University areas in emergency situations. Links to building hours webpages for the four main campuses (Pullman, Spokane, Tri-Cities, and Vancouver) are also added.

Cellular Telephone Allowance Payments 55.70

This housekeeping revision updates the listing of earnings types to be consistent with 85.45.

Minor Moves 80.48

This housekeeping revision changes the example of a WSU service unit from Materials and Resources Management to Surplus Stores.

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BPPM Revision Memorandum

December 5, 2007

TO:	Manual Users
FROM:	Ralph Jenks, Director
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Three Hundred Ten

This BPPM revision includes the following changes:

Time Report for Overtime-Eligible Employees 60.60

Alternative time records may be substituted for Time Reports if Human Resource Services (HRS) approves the alternative time record prior to department use.

This revision also revises the form and procedures to require all signers to date Time Reports.

Leave Report for Overtime-Exempt (Excepted) Classified Employees 60.62

This revision revises the form and procedures to require all signers to date Classified Leave Reports.

This revision also adds a PDF version of the form to the section. See 60.62.12.

Leave Report for Overtime-Exempt Faculty and Administrative Professional Employees 60.63

Alternative leave records may be substituted for Leave Reports if Human Resource Services (HRS) approves the alternative leave record prior to department use.

All signers are required to date Leave Reports.

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BPPM Revision Memorandum

December 12, 2007

TO:	Manual Users
FROM:	Ralph Jenks, Director
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Three Hundred Eleven

This BPPM revision includes the following changes:

Nonservice Pay Authorization 30.30

This revision:

Adds an instruction to indicate whether or not recipient is a U.S. citizen, and if not, to enter the visa type.

Adds a disclaimer to clarify that SSN is requested only for individuals who do not have a WSU ID number. WSU uses disclosed SSNs for IRS reporting purposes only.

Adds a statement to the policy overview to clarify that recipients may not have a related employment relationship with the University while receiving nonservice payments.

General Purchasing Information 70.01

This revision adds special purchasing information for purchases of carpeting, floor coverings, window coverings, and furniture (except furniture pieces requiring minimal or minor assembly). Purchases by Housing and Dining Services are excepted from these procedures.

Departmental Requisition 70.10

This revision updates the procedures for using, completing, approving, and determining the status of Departmental Requisitions.

The revision also adds special purchasing information for purchases of carpeting, floor coverings, window coverings, and furniture (except furniture pieces requiring minimal or minor assembly). Purchases by Housing and Dining Services are excepted from these procedures.

Freight Discount Contracts 80.28

This revision:

Removes the FedEx contract account number. Departments must contact Central Receiving to obtain a discount contract account number for shipments with FedEx.

Updates the discussion of pricing agreements and preferred freight carriers for small package delivery, less than truck load (LTL), and truck load shipments.

Updates the departmental procedures for obtaining the lowest shipping rates available for incoming shopments and tracking shipments.

Recycling 80.80

This revision updates the information and procedures for recycling at the WSU Pullman campus and adds recycling information resources for the WSU Spokane, WSU Tri-Cities, and WSU Vancouver campuses.

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BPPM Revision Memorandum

December 21, 2007

TO:	Manual Users
FROM:	Ralph Jenks, Director
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Three Hundred Twelve

This BPPM revision includes the following changes:

Surplus Property 20.76

This revision:

Updates the procedures for reporting and submitting surplus property.
Adds policy and procedures for reporting potentially hazardous items.
Updates the Surplus Property Report (see 20.76.11).

Contaminated Surplus Property 20.77

Prior to offering University property items for surplus, departments must evaluate and label the items for the presence of hazards. Surplus Stores personnel collect only items which are labeled with a completed Item Evaluation form and have been properly decontaminated, as necessary. (See 20.77.4.)

This new section :

Provides procedures for evaluating, identifying, and handling items which may contain hazardous contaminants or componens prior to surplus collection.

Includes appendices regarding types of contamination which may be present in items to be surplused.

Includes resources for assistance with evaluation and decontamination.

Contracts and Leases for Goods and Services 70.21

This revision updates the requirements for establishing contracts and/or leases for goods and services.

Accessing Administrative Information Systems 85.33

This revision:

Discontinues the three-part paper version of the AIS Access Request form and replaces it with a PDF version and a FileMaker Pro (automated) version. The routing instructions are updated accordingly.

Requires each employee receiving access to the BRS (Billing Receivables System), OARS (Official Academic Records System), and/or SRTS (Student Records Transcript System) to complete student records privacy training at least once every three years.

Updates the access instructions for the Central Stores Ordering (CSO) system. The browser-based CSO system links internally to the SCBAIMS (Service Center Billing System) application to verify that employees are authorized for Central Stores purchases. As such, AIS access for SCBAIMS is still required for purchase authorization.

Adds requesting employee title and position number fields to the form.

Updates the routing and approval instructions for requesting access to HEPPS (Higher Education Personnel Payroll System) functions.

Adds instructions for requesting access to the HADARS (Housing and Dining Accounts Receivable System).

Form: Network Services Account Request 85.37.5

This housekeeping change removes an obsolete notation associating the "Exception to Policy" statement with the field for requesting a change to an AIS ID number.

Return to the Policies and Procedures Manuals home page.

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BPPM Revision Memorandum

January 3, 2006

TO:	Manual Users
FROM:	Ralph Jenks, Director
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Two Hundred Seventy-One

This BPPM revision includes the following changes:

Summer Educational Benefits 60.73

This revision updates the following:

Lists of eligible and ineligible individuals,
Summer Educational Benefit Request form (see 60.73.5), and
Procedures for enrolling in summer session courses for credit and audit.

All-University Records Retention Schedule: Safety Records 90.01.45-47

This revision updates the record series titled Hazard Communication Program and adds the record series titled Material Safety Data Sheets (MSDS) or Allowed Substitute Record to the All-University Records Retention Schedule.

Travel Rates 95.19

Effective January 1, 2006, the motor vehicle mileage reimbursement rate decreased from $.485 per mile to $.445 per mile, in accordance with OFM regulations.

Return to the Policies and Procedures Manuals home page.

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BPPM Revision Memorandum

January 26, 2006

TO:	Manual Users
FROM:	Ralph Jenks, Director
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Two Hundred Seventy-Two

This BPPM revision includes the following changes:

Cyclic-Year Positions for Classified Employees 60.30

This revision updates the procedures for designating civil service and collective bargaining unit positions (classified positions) as cyclic-year positions. The procedures for cyclic-year employees to report leave are also updated.

The name of this section is changed from Cyclic-Year Positions for Classified Staff.

Leave Report for Overtime-Exempt (Excepted) Classified Employees 60.62

To request a compensatory time payoff for an overtime-exempt civil service or collective bargaining unit employee, the department is no longer required to route a justification memorandum to the Director of Human Resource Services (HRS). The department must still route the Payroll and HRS copies of the Classified Leave Report to HRS, indicating compensatory hours to be paid.

Table: WSU Extension Offices Calendar Year 2006 Holiday Schedule 60.76.3-4

This revision updates the WSU Extension Holiday Schedule.

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BPPM Revision Memorandum

February 21, 2006

TO:	Manual Users
FROM:	Ralph Jenks, Director
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Two Hundred Seventy-Three

This BPPM revision includes the following changes:

Time Report for Overtime-Eligible Employees 60.60

This revision updates the procedures for overtime-eligible civil service, collective bargaining unit, and administrative professional employees to record attendance, leave, and overtime, in accordance with the civil service rules.

Changes to the form layout include:

The social security number/WSU ID number field is changed to WSU ID number only.
A field is added for the department mail code.
An additional line is added for reporting hours worked.

Form: Purchasing Card Change Request 70.08.12

This revision adds a field to indicate a change to the cardholder's name.

Courier Services 80.18

This revision removes information regarding courier services to the CAHNRS research stations in Wenatchee, Prosser, and Puyallup, which were discontinued in January 2006. The revision also updates the WSU Spokane and ICN (Spokane) pickup and delivery information.

Individuals may not use any WSU courier services to send personal mail.

Guaranteed Ride Home 80.87

This revision updates list of emergency criteria for utilization of the Guaranteed Ride Home program.

Return to the Policies and Procedures Manuals home page.

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BPPM Revision Memorandum

March 1, 2006

TO:	Manual Users
FROM:	Ralph Jenks, Director
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Two Hundred Seventy-Four

This BPPM revision includes the following changes:

Selecting Faculty and Administrative Professional Personnel 60.11

Departments are no longer required to submit the letters of reference or telephone reference notes for administrative professional candidates to Human Resource Services. Departments retain the reference letters or telephone notes in the search files.

The form, Authorization to Recruit Faculty and Administrative Professional Personnel, is updated. Paper copies of the form are no longer distributed through Central Stores. A PDF version of the form is available at 60.11.5.

Reporting Daily Activity for Temporary Employees 60.61

Temporary employees enter WSU ID number instead of social security number on the Daily Activity Report.

Leave Report for Faculty and Administrative Professional Employees 60.63

Overtime-exempt faculty and administrative professional employees enter WSU ID number instead of social security number on the Leave Report.

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BPPM Revision Memorandum

March 13, 2006

TO:	Manual Users
FROM:	Ralph Jenks, Director
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Two Hundred Seventy-Five

This BPPM revision includes the following change:

Motor Pool Rates 95.36

This revision updates the listing of available vehicles and the rates for daily and long-term rental of Motor Pool vehicles.

Return to the Policies and Procedures Manuals home page.

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BPPM Revision Memorandum

April 12, 2006

TO:	Manual Users
FROM:	Ralph Jenks, Director
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Two Hundred Seventy-Six

This BPPM revision includes the following change:

Special Course Fees 30.95

This revision updates Special Course Fee Request form, 30.95.6. The chair and dean signature fields are moved up to the requester area and the Controller signature field is changed to Fee Committee/Controller signature.

The text of the section is revised to reflect the changes to the form. The deadlines for submitting the request form are also updated.

Establishing Salary Step, Periodic Increment Date, and Probation or Trial Service for Civil Service Employees 60.29

This revision updates the information regarding establishment of periodic increment dates under various classification and reclassification actions, in accordance with changes requested by the Department of Personnel.

Energy Conservation 80.85

Facilities Operations systems maintenance personnel have decreased lighting levels in corridors and similar areas from 10-20 foot-candles to 5-10 foot-candles.

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BPPM Revision Memorandum

April 21, 2006

TO:	Manual Users
FROM:	Ralph Jenks, Director
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Two Hundred Seventy-Seven

This BPPM revision includes the following change:

Notice of Faculty or Staff Departure--Vacating University Areas 60.38

Users of radiation machines, radioactive materials, hazardous chemicals, Drug Enforcement Administration (DEA) controlled substances, and/or biohazardous materials and the employing departments are responsible for ensuring that such materials are appropriately disposed of before the users terminate University employment or leave the University for more than 90 days.

This section is revised to expand and update the housekeeping, maintenance, evaluation, and release of area procedures which personnel must complete prior to departure.

The title of the section is changed from Notice of Faculty or Staff Departure.

Commute Trip Reduction 80.86

This new section provides an overview of the Commute Trip Reduction programs at WSU Pullman, WSU Spokane, WSU Tri-Cities, and WSU Vancouver.

All-University Records Retention Schedule: Accounting/Fiscal Records 90.01.15-20

The following records series are added to the All-University Records Retention Schedule:

Risk Assessment Checklists
Risk Assessment Documentation

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BPPM Revision Memorandum

May 8, 2006

TO:	Manual Users
FROM:	Ralph Jenks, Director
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Two Hundred Seventy-Eight

This BPPM revision includes the following changes:

Delegation of Appointing Authority 60.10

The employing official of civil service and collective bargaining unit employees is also referred to as the hiring manager. The new online classified employee recruiting system uses this term.

Selecting Faculty and Administrative Professional Personnel 60.11

Departments are to obtain letters of recommendation for faculty candidates, not telephone references. However, departments may conduct telephone interviews of faculty candidates.

Leave Report for Overtime-Exempt (Excepted) Classified Employees 60.62

Users are to enter WSU ID number instead of social security number on the Classified Leave Report.

University Travel Charge Card 95.03

This revision updates:

Restrictions on use of the University travel charge card
University monitoring and review of charge card accounts
Card account termination policies and procedures

The form, Travel Charge Card Application on 95.03.7, is also updated to reflect these changes.

Return to the Policies and Procedures Manuals home page.

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BPPM Revision Memorandum

May 16, 2006

TO:	Manual Users
FROM:	Ralph Jenks, Director
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Two Hundred Seventy-Nine

This BPPM revision includes the following changes:

Recruitment for Classified Positions 60.18

The title of this section is updated from the previous title of "Filling a Classified Staff Position."

This revision updates the procedures for filling classified positions. (For purposes of this section, civil service positions and collective bargaining unit positions are referred to collectively as classified positions.)

The Classified Staff Notice of Vacancy form is removed.

Layoff--Civil Service Employees 60.37

This revision clarifies the definition of seniority.

Relocation Expense Overview 70.60

The nontaxable mileage expense rate for relocation expenses has been increased from $.14 per mile to $.18 per mile, effective January 1, 2006, in accordance with Internal Revenue Service regulations.

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BPPM Revision Memorandum

May 19, 2006

TO:	Manual Users
FROM:	Ralph Jenks, Director
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Two Hundred Eighty

This BPPM revision includes the following changes:

Civil Service Employee Leave 60.57

The title of this section is updated from the previous title of "Classified Staff Leave."

This revision updates the leave rules and procedures for civil service employees, in accordance with the civil service laws. Also, new rules for leave for life-giving procedures are added in accordance with the Governor's Executive Order 02-01.

Minor Construction, Renovation, Remodeling, and Demolition 80.56

This revision updates the policy and procedures for requesting and managing minor construction, renovation, remodeling, and demolition projects.

Return to the Policies and Procedures Manuals home page.

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BPPM Revision Memorandum

June 16, 2006

TO:	Manual Users
FROM:	Ralph Jenks, Director
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Two Hundred Eighty-One

This BPPM revision includes the following changes:

Organizational Directory 10.05

The unit administrator enters her or his WSU ID number, instead of social security number, to submit an addition or change to the unit's WSUORG information.

Probationary and Trial Service Periods for Civil Service Employees 60.31

This new section provides an overview of probationary and trial service periods for civil service employees.

NOTE: Employees covered by collective bargaining unit agreements are to refer to the applicable agreements regarding probationary and trial service periods.

Faculty and Administrative Professional Personnel Leave 60.56

This new section includes the leave rules and procedures for faculty and administrative professional personnel.

Shared Leave 60.58

This new section provides rules and procedures for participating in the shared leave program.

Personal Services Contracts 70.50

This revision updates the discussion of contract consultant services, as well as the requirements and procedures for requesting contracted services.

Return to the Policies and Procedures Manuals home page.

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BPPM Revision Memorandum

July 10, 2006

TO:	Manual Users
FROM:	Ralph Jenks, Director
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Two Hundred Eighty-Two

This BPPM revision includes the following changes:

University DUNS Number 40.05

The University's assigned Dun and Bradstreet Data Universal Numbering System (DUNS) number is to be used as the institutional identifier on all sponsored project proposal applications and other sponsored project accounting activities. This requirement is in accordance with federal Office of Management and Budget regulations and applies to all University units.

Cash Awards to WSU Employees 55.56

This revision updates the requirements for accounts used to support employee awards.

Classification and Reclassification 60.02

This revision updates the procedures and the forms for requesting classification or reclassification of civil service and administrative professional positions.

Recruitment for Classified Positions 60.18

This revision adds procedures for Human Resource Services (HRS) to disqualify an individual from consideration for employment. The revision also adds procedures for an individual to request a review of his or her removal from an applicant or candidate pool.

Layoff--Civil Service Employees 60.37

This revision updates the list of WSU layoff units.

Departmental personnel are to contact HRS to discuss any proposed layoff prior to initiating layoff procedures.

Performance Management Evaluations 60.55

This revision provides current requirements and procedures for conducting employee performance evaluations.

The name of this section was previously Performance Evaluations.

Promotional Organizational Units 60.69

The section is removed.

Purchasing Card 70.08

The purchasing card maximum transaction limit is increased from $2500 to $3000. This revision also updates the roles, responsibilities, and associated forms for cardholders, card reconcilers, and approving officials.

Return to the Policies and Procedures Manuals home page.

40.05_University_DUNS_Number.htm

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http://www.wsu.edu/~forms/HTML/BPPM/40_Sponsored_Agreements/40.05_University_DUNS_Number.htm

If you are not redirected within 5 seconds, click the hyperlink above.

Please update your bookmarks.

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BPPM Revision Memorandum

July 20, 2006

TO:	Manual Users
FROM:	Ralph Jenks, Director
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Two Hundred Eighty-Three

This BPPM revision includes the following changes:

Table: July 1, 2006 - June 30, 2011 Holiday Schedule 60.76.2

Human Resource Services has updated the holiday schedule for July 1, 2002 through June 30, 2007 for the WSU Pullman, WSU Spokane, WSU Tri-Cities, and WSU Vancouver campuses and the research centers/units.

Minor Moves 80.48

Heavy Equipment in Facilities Operations' Plant Services division provides a no-cost service for minor moves. Heavy Equipment also provides chargeable moving services which do not fall into the definition of minor moves. This new section provides limitations and procedures for requesting either no-cost minor moves service or chargeable moving services.

Return to the Policies and Procedures Manuals home page.

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BPPM Revision Memorandum

August 1, 2006

TO:	Manual Users
FROM:	Ralph Jenks, Director
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Two Hundred Eighty-Four

This BPPM revision includes the following changes:

Reporting Daily Activity for Temporary Employees 60.61

This revision provides procedures for departments to request approval to record temporary employee hours worked or pieces completed on an alternate time/piece record, rather than on a Daily Activity Report or time clock card. HRS must approve the alternate time/piece record prior to use by the department.

University Records--Retention and Disposition 90.01

This revision updates the descriptions and requirements of retention periods, retention factors, inactive records storage, and confidential records.

All-University Records Retention Schedules:

The State Records Committee has approved, revised, or added remarks to the following records schedules:

Administrative--Executive Level Records (Dean and above) 90.01.10-11

Annual and Biennial Reports
Executive Calendars
Executive Level Subject Files
Minutes and Files of Policy-Setting Meetings
Official Correspondence
Papers of Executive Direction
Policies and Procedures
Quality Improvement Documentation
Speeches and Writings
Studies and Operational Plans

Administrative--General Office Records 90.01.12-14

Administrative Materials With No Retention Value
Administrative Plans, Working Files, Reports and Survey Results
Combined Fund Drive
History Files
Individual Survey Responses
Minutes and Files of General Office Meetings
Reference Files
Routine Plans
Subject Files

The following records series are discontinued from the Administrative--General Office Records table:

Calendars, Appointment Books, Routine Telephone Logs
Reading or Day Files
Reports of Routine Planning and Studies
Transitory Administrative Files

Information Services Records 90.01.21-25

Information Technology Assistance Requests
Information Technology Project Planning and Documentation
Information-Only Data Extracts
Input Documents
Network Circuit Files
Network Usage Summary
Operating System Hardware Conversion Plan

The following records series are discontinued from the Information Services Records table:

Network Circuit Inventories
Network Implementation Project Files
Print Files Not Used to Document a Transaction

Legal Files 90.01.27

Attorney General Letter, Informal Opinions and Correspondence
Attorney General's Case Files--University Copy

Mail Services Records 90.01.28-29

Firm Mailing Book (Commercial Mailing Services)

Payroll and Personnel Records Used Campus-Wide 90.01.30-37

Appointing Authority for Classified Employees
Commute Trip Reduction Documentation
Daily Activity Reports, Time Clock Cards, and Alternative Time/Piece Records
Employee Performance Evaluations
Employee Recruitment Files
Employment Eligibility Verification (I-9) (WSU-Regional Campuses)
Evaluations/Administrative Professional Staff
Exit Interview, Personnel
Leave Report for Excepted Classified Employees
Personnel Complaints, Exonerated, Non-Represented Employees
Personnel Complaints, Upheld, Non-Represented Employees
Personnel Complaints, Exonerated, Represented Employees
Personnel Complaints, Upheld, Represented Employees
Personnel Complaints Supporting Documents
Personnel Record Folders
Time Report

The following records series are discontinued from the Payroll and Personnel Records table:

Appointing Authority for Temporary Employment Appointments
Notice of Vacancy/Certification of Eligibles (WSU 1211)

Property Management Records 90.01.38-39

Equipment Maintenance and Repair Records
Motor Vehicle Maintenance, Repair, and Disposition Records

Public Affairs and Public Disclosure Records 90.01.40

Training and Development Files (State Employees, Contractors, and Customers)
Training Files--General Public

Purchasing Forms Used Campus-Wide 90.01.41-43

Departmental Requisition
Publication and Duplication Service Job Files
Purchase Order and Receiving Report--With Competitive Bids
Purchase Order and Receiving Report--Without Competitive Bids
Purchasing Card Files
Vendor Payment File

The following records series are discontinued from the Purchasing Forms table:

Central Travel Account Files
Quick Purchase Order (WSU 1292)

Records Management Files 90.01.44

Essential Records Lists
Microfilm/Imaging Documentation File
Record Transmittal Forms
Records Retention Schedule
Requests for Return of Records from the State Records Center

Travel Forms Used Campus-Wide 90.01.53

Central Travel Account Files

Privately-Owned, Rented, or Chartered Aircraft 95.30

The direct buy limit for rental or charter aircraft purchases (using a Department Order) is increased to $3,000 from $2,500.

Motor Pool Rates 95.36

This revision updates the listing of available vehicles and the rates for daily and long-term rental of Motor Pool vehicles, effective July 1, 2006.

Return to the Policies and Procedures Manuals home page.

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BPPM Revision Memorandum

August 24, 2006

TO:	Manual Users
FROM:	Ralph Jenks, Director
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Two Hundred Eighty-Five

This BPPM revision includes the following changes:

Reporting State Lobbying Activity 10.25

Employees are to use the online State Lobbying Activity Quarterly Report available at the Government Relations Lobbying website to report time spent state lobbying during the quarter.

Reporting Federal Lobbying Activity 10.26

Employees are to use the online Federal Lobbying Activity Quarterly Report available at the Government Relations Lobbying website to report time spent federal lobbying during the quarter.

Suspended Operations 50.40

The WSU President or designee may suspend operations of all or any part of the University whenever the President or designee determines that public health, property, or safety is jeopardized due to an emergency. Information is included concerning notification procedures for all WSU locations.

Staffing During Emergency Closures 60.40

This section, which was removed in July 2005, is once again included in the BPPM to provide personnel requirements and procedures for staffing during periods of suspended operations.

Return to the Policies and Procedures Manuals home page.

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BPPM Revision Memorandum

September 1, 2006

TO:	Manual Users
FROM:	Ralph Jenks, Director
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Two Hundred Eighty-Six

This BPPM revision includes the following changes:

Preemployment Background Checks 60.16

This new section provides policy and procedures for obtaining preemployment background checks.

Expenditure Objects and Subobjects 70.09

This revision updates the definitions of the basic expenditure types. A table is added to assist users with the selection of object codes 03 (Goods and Services), 06 (Equipment--Capitalized), 08 (Grants and Subsidies), 15 (Merchandise for Resale), and 16 (Equipment--Noncapitalized).

The ceiling level for goods and services is raised from $300 to $5,000.

All-University Records Retention Schedule: Safety Records 90.01.45-48

This revision adds records retention minimum requirements for the following records series titles to the All-University Records Retention Schedule:

Emergency Response Plan Files
Safety Drills/Disaster Recovery Exercise
Security Recordings

Return to the Policies and Procedures Manuals home page.

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BPPM Revision Memorandum

September 18, 2006

TO:	Manual Users
FROM:	Ralph Jenks, Director
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Two Hundred Eighty-Seven

This BPPM revision includes the following changes:

Emergency Planning and Preparedness 50.39

This new section provides policy guidance, compliance responsibilities, and procedures for establishing unit emergency plans.

Lost and Found 50.48

This new section provides requirements and procedures for handling lost items found on University property.

Preemployment Background Checks 60.16

This revision provides supplemental policy information.

Removal of Social Security Number Fields from Forms

The social security number field is removed from the following forms. The user enters a WSU ID number as the personal identifier.

Form: Departmental Scholarship Authorization 30.90.4

Form: Cash Advance Request 40.21.8

Form: Relocation Compensation Request 55.62.3

Form: Conditions for Temporary Employment 60.27.8

Form: Donation of Shared Leave Hours 60.58.7

Form: Tuition Fee Waiver Request 60.70.6-7

Form: Summer Educational Benefit Request 60.73.5

Return to the Policies and Procedures Manuals home page.

50.39_Emergency_Planning_and_Preparedness.htm

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OVERVIEW

At any time an emergency can adversely affect the safety of personnel and facilities and operations of the University. Emergency situations may be local, regional, or statewide in scope.

Planning and preparing for emergencies of any scale is vital to the welfare of personnel as well as to the continuance of University operations. Emergency incidents can result in lost research, damaged facilities and disrupted educational processes. Proper management of emergencies can minimize such disruption.

Policy

Before, during, and after emergencies, the University seeks to safeguard the welfare of students, faculty, staff, and visitors and seeks to protect the University's essential functions. (EP25; RCW 38.52; WAC 296-24-567)

Emergency Defined

An emergency is defined as an event, expected or unexpected, involving shortages of time and resources, that places human or animal lives, property, research, or the environment in danger, including and going beyond routine police, fire, and/or medical response.

Applicability

This policy applies at all University locations including WSU Pullman, WSU Spokane, WSU Tri-Cities, WSU Vancouver, research stations, extension offices, jointly-owned facilities, all other University-owned property, University-leased space, and temporary field operations and field trips under the control of University operations and staff. This policy also applies to other agencies co-located or affiliated with WSU as appropriate.

COMPLIANCE RESPONSIBILITIES

Each vice president, chancellor, and dean is responsible for ensuring that all units under her or his administration comply with the requirements of this section (50.39).

Organizational Units

Each chancellor, vice president, vice provost, dean, director, department chair, and supervisor is responsible for the emergency response performance in his or her respective unit. The emergency response management responsibilities described below apply to all units.

Each University unit is required to have in place a plan that includes the following:

An internal emergency communications procedure to maintain contact with all unit staff, faculty, and students.

An external communications procedure to maintain contact with University administration during an emergency.

Identification of key unit personnel responsible for managing emergencies affecting the unit.

Identification of primary and alternate headquarters for unit operations during an emergency.

Inventory and location of emergency supplies and resources.

Unit procedures for emergency evacuations including procedures for assisting those with disabilities.

Unit response to natural or man-made hazards the unit may be subject to, e.g., fires, bomb threats, chemical spills.

Additional emergency procedures specific to the unit's needs based on the operations, materials processes and resources associated with the unit.

Procedures to ensure the care and safety of animals during emergencies, if animals are maintained by the unit.

Identification of mission-critical and essential operations, resources, positions, and personnel.

Continuance of operations procedures to maintain mission-critical and essential operations during and after an emergency as appropriate.

Methods of recovery and strategies for resumption of operations and services in a timely manner after an emergency.

Methods and resources dedicated to the basic needs and safety of those personnel in mission-critical or essential positions required to work during emergencies.

Coordination By Emergency Management Office

The Office of Emergency Management within Finance and Administration at WSU Pullman coordinates University emergency planning, mitigation, preparedness, response, and recovery efforts. Other WSU campuses and facilities statewide should coordinate emergency management efforts with the Office of Emergency Management at WSU Pullman.

Contact Information

For coordination of all statewide emergency WSU management efforts or additional information, contact the WSU Office of Emergency Management.

Telephone: 509-335-7471

E-mail: emergencymanagement@wsu.edu

Website: http://oem.wsu.edu/

COMPLIANCE PROCEDURES

Planning

Each University unit (including each campus, college, division, department, and office) is to have an Emergency Response Plan and a Continuance of Operations Plan in place. The unit plans are to follow the guidelines and use the templates for Emergency Response Plan and Continuance of Operations Plan development available at the Office of Emergency Management website at:

http://oem.wsu.edu/Planning

Units with specific and exceptional emergency planning needs in addition to the information specified in the guidelines and templates are to attach contingency plans that include the necessary information (such as emergency procedures, animal care or other issues specific to the nature of the work being done) to the templates.

The unit Emergency Response Plan and Continuance of Operations Plan must be submitted to the Office of Emergency Management for review and approval. Plans may be submitted electronically or placed on a CD and submitted. New plans or annually updated plans are due October 1 of each year. Submit significantly revised unit plans as revisions occur throughout the year. Submit revised plans electronically or on a CD.

Send plans on CD to the Office of Emergency Management; mail code 1045; French Administration 232. Send electronic files in care of the Emergency Management Coordinator to:

emergencymanagement@wsu.edu

The Office of Emergency Management issues reminders by September 1 of each year in WSU Announcements and WSU Today regarding the October 1 deadline for completing and submitting the new and/or updated plans.

Communication With Local Response Agencies

It is recommended that local staff communicate all specific WSU issues and concerns related to emergency response in advance with the local emergency response agencies. Examples of such concerns might include the presence of hazardous materials or critical resources or research that requires special protection.

Training and Exercise

Units are to provide training regarding building evacuation and standard emergency procedures to all unit staff members. Such training is to include the location and use of fire alarms, fire extinguishers, automatic external defibrillators (AEDs), emergency supplies, and personal protective materials, etc.

Units with specialized emergency procedures, e.g., laboratory processes, hazardous materials handling, potentially hazardous processes, are to provide specific emergency response training for personnel with exposure to the hazards.

It is recommended that each unit practice emergency evacuation from the facility at least once annually. Units with specialized emergency issues should plan exercises to test the unit's ability to respond to those emergencies. Such units should practice the response at least once annually.

EMERGENCY REPORTING AND RESPONSE

Normal Operation At WSU Campuses

WSU Pullman

During normal operations, the WSU Police Department coordinates and responds to police emergencies at WSU Pullman. The City of Pullman Fire Department coordinates and responds to fire and medical emergencies at WSU Pullman.

WSU Spokane

WSU Security personnel and City of Spokane Police and Fire Departments provide emergency response at WSU Spokane.

WSU Tri-Cities

City of Richland Police and Fire provide service to WSU Tri-Cities.

WSU Vancouver

WSU Vancouver Police and the local fire department district provide emergency response at WSU Vancouver.

Emergency Calls

For emergencies at all WSU campuses, dial:

911 from any campus phone.
911 from any pay phone, off-campus phone, or cellular phone.

Normal Operations At Other WSU Locations

Emergencies at all other WSU facilities and offices statewide are managed by local staff coordinating with local emergency services.

Major Emergencies

During a major emergency affecting an entire campus or region, normal reporting and response services may not be available.

WSU is committed to the use of the National Incident Management System (NIMS) for the management of all significant emergencies at any WSU campus or facility, statewide. Designated staff at all WSU locations are to be trained in the use of the NIMS and the Incident Command System (ICS) to provide consistent and integrated emergency management functions.

Coordinated and integrated campus-wide response to emergencies at WSU Pullman is provided by the WSU Emergency Operations Management Team (EOT) operating under the direction of the Executive Emergency Management Team (EEMT).

Emergency response operations at WSU Spokane, WSU Vancouver, WSU Tri-Cities, and at all other WSU sites statewide, other than WSU Pullman, are managed locally in coordination with city, county, or other local resources and agencies. The WSU Pullman Office of Finance and Administration should be notified promptly of significant emergency situations at any WSU sites. The Office of Finance and Administration can activate the resources of the WSU Emergency Operations Team, as appropriate, to provide support to local management of these emergencies.

Report to WSU Pullman Finance and Administration

Promptly report significant emergency situations at WSU campuses and sites statewide to the WSU Pullman Office of Finance and Administration.

Business Hours: 509-335-5524 or 509-335-2252

Evenings and Weekends: WSU Police at 509-335-8548

E-mail: baf@wsu.edu

OFFICIAL NOTIFICATIONS

WSU Pullman Campus

The University provides notification of emergencies to WSU Pullman personnel and students as follows:

The Crisis Communications System (CCS) contacts WSU students, faculty, and staff who have registered for the system with emergency warnings and notifications by:

Voice and text messages to cellular telephones,
Voice messages to landline telephones, and
E-mail messages to WSU and personal e-mail addresses.

For more information regarding the CCS, go to:

http://alert.wsu.edu/Communication

Supervisors and others in charge of units, residence hall counselors, and/or other appropriate people provide verbal information and instructions to personnel and students.

WSUALERT provides direct e-mail notice to all subscribers on the University e-mail system.

WSUALERT also provides notice on the WSU Alert website at:

http://alert.wsu.edu/

WSUALERT provides emergency messages on the WSU Alert telephone hotline at 509-335-2345.

WSU Announcements provides notice to all subscribers of WSU Announcements.

ZZUSIS provides notice to all subscribers to the Portal system.

Select the Campus Spotlight link to view emergency information and/or directions, as applicable.

Select a campus/division in the "My Preferences" settings to receive targeted notices for that campus/division.

Educational Telecommunications and Technology provides notice through KWSU AM and KRFA FM radio.

The WSU News Service provides emergency messages and news updates to local and regional media, including radio and television stations, as appropriate. The media outlets may provide notice as they receive the information and choose to broadcast it.

The Emergency Communication Resources website provides information concerning internal and external communication resources for the WSU Pullman campus, at:

http://alert.wsu.edu/EmergencyCommWSU

Non-Pullman WSU Locations

The University provides notification of suspended operations to personnel and students at non-Pullman locations as follows:

The Crisis Communications System (CCS) contacts WSU students, faculty, and staff who have registered for the system with emergency warnings and notifications by:

Voice and text messages to cellular telephones,
Voice messages to landline telephones, and
E-mail messages to WSU and personal e-mail addresses.

For more information regarding the CCS, go to:

http://alert.wsu.edu/Communication

WSUALERT provides direct e-mail notice to all subscribers on the University e-mail system.

WSU Announcements provides notice to all subscribers of WSU Announcements.

ZZUSIS provides notice to all subscribers to the Portal system.

Select the Campus Spotlight link to view emergency information and/or directions, as applicable.

Select a campus/division in the "My Preferences" settings to receive targeted notices for that campus/division.

Local television and radio stations may provide notice as they receive the information and choose to broadcast it.

WSU Spokane

WSU Spokane also provides notice to Spokane personnel and students on the Campus Alert website at:

http://www.spokane.wsu.edu/campusalert/

WSU Spokane provides emergency messages on the Campus Alert telephone hotline at 509-323-2474.

WSU Tri-Cities

WSU Tri-Cities provides notice to Tri-Cities personnel and students on the Campus Alert website at:

http://www.tricity.wsu.edu/campusalert/

WSU Tri-Cities provides emergency messages on the Campus Alert telephone hotline at 509-372-7234.

Local news radio stations broadcast emergency alert messages from the WSU Tri-Cities campus on KONA radio stations 105.3 FM and 610 AM.

WSU Vancouver

WSU Vancouver Public Safety provides notice to Vancouver personnel and students on the Community Alerts website at:

http://www.vancouver.wsu.edu/alerts

WSU Extension

The WSU Extension Dean and Directors' office sends an e-mail message to all non-Pullman Extension faculty and staff.

Research and Extension Centers

Each research and extension center (REC) shares information and updates with personnel by telephone tree.

The REC director notifies the CAHNRS Dean's office; telephone 509-335-4561; and if possible the Agricultural Research Center; telephone 509-335-4563; of the situation.

The director ensures that all areas of the REC are secured (e.g., laboratories, chemical storage sheds) before all personnel go home.

During an emergency situation, each REC main office is the information center for any updates or instructions, rather than the REC's safety committee.

Procedures, Records, and Forms – BPPM Revision Memo 288

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BPPM Revision Memorandum

September 26, 2006

TO:	Manual Users
FROM:	Ralph Jenks, Director
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Two Hundred Eighty-Eight

This BPPM revision includes the following changes:

Fiscal Year-End Expenditure Deadlines 70.04

This revision increases the maximum purchase cost without bid from $2,500 to $3,000.

Department Orders 70.07

The purchase cost limit for using Department Orders is increased from $2,500 to $3,000.

Buying Through Purchasing Services 70.13

The direct buy limit for purchases is increased from $2,500 to $3,000.

Purchasing Used Equipment from Outside Vendors 70.23

This revision increases the maximum purchase cost without appraisals from $2,500 to $3,000.

Acquisition of Computer Equipment, Services, or Software 70.24

The direct buy limit for purchases is increased from $2,500 to $3,000. Departments must submit a Department Requisition to process purchases in excess of $3,000.

Motor Pool 95.35

This revision updates the procedures for scheduling, authorizing, obtaining, and returning Motor Pool vehicles. An additional certification statement is added to the department approval portion of the Vehicle Release Authorization, 95.35.15, to ensure that requested vehicles are used only for official University business.

Return to the Policies and Procedures Manuals home page.

50.48_Lost_and_Found.htm

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OVERVIEW

WSU encourages all citizens to turn in items of found property in accordance with this section and state law (RCW 63.21).

Any finder of property who fails to discharge the duties imposed by state law forfeits all right to the property and is liable for the full value of the property to its owner. (RCW 63.21.040)

Individuals who find lost items on University property are to bring the items to one of the following:

Pullman campus building lost and found locations (see below.)

The building custodian takes all found property to the assigned lost and found location in the building where the item is found.

Regional campus lost and found locations (see below).

WSU Police Services.

Local police department.

WSU Pullman Police Services

WSU Pullman Police Services does not normally accept found property from campus buildings, Martin Stadium, Beasley Coliseum, or University baseball or track areas, except as specifically described below. (See below for lost and found locations in specific buildings.)

Valuables or Money

WSU Pullman Police Services accepts valuable found property items (i.e., "valuables") or currency found in any University facility or area. For purposes of this section, "valuables" are defined as items valued at $25 or more and items of obvious value, e.g. jewelry.

Nonvaluable or Nonmonetary Items

WSU Police Services accepts nonvaluable or nonmonetary items that are found in public areas not associated with specific buildings or athletic events. (See below for lost and found locations in specific buildings.) For the purposes of this section, "nonvaluables or nonmonetary items" are defined as items valued at less than $25 or items of used personal property, e.g., clothing, umbrellas, personal belongings.

Other WSU Campuses

See below for non-Pullman campus departments/locations accepting valuables, money, nonvaluables, or nonmonetary items.

REQUIREMENTS

State law requires any University department which is responsible for receiving found property to attempt to notify the apparent owner of the property. (RCW 63.21.060)

Claims by Owner

To claim found property, the apparent owner must satisfactorily establish his or her ownership or right of possession.

Securing Found Property

A University unit holding found property is responsible for logging the receipt of the property and maintaining items in a secure location.

Nonvaluables or Nonmonetary Items

The department holding found nonvaluable or nonmonetary property must send written notice to the owner, if identified, or post notice of the items in a public place in one of the following:

Building where the lost and found area is located,

Local city hall, or

Local police department.

See also above concerning nonvaluables or nonmonetary items found in public areas at WSU Pullman.

Disposition of Unclaimed Property (Nonvaluables or Nonmonetary Items)

If a nonvaluable or nonmonetary found item is not claimed by a valid owner after 60 days of posting notice, the responsible unit sends the item to Surplus Stores or a local area charitable organization.

Valuables or Money

At WSU Pullman, if valuable or monetary property is not returned to a valid owner after not less than ten days and not more than 30 days, the department forwards the found property to WSU Police Services.

At other campus locations, if valuable or monetary property is not returned to a valid owner after not less than ten days and not more than 30 days, the department forwards the found property to the local police department. See below and RCW 63.21.060.

NOTE: This section is not applicable to certain unclaimed property as defined in RCW 63.21.080 including, but not limited to motor vehicles, which are covered under RCW 46.52.

Disposition of Unclaimed Property (Valuables/Money)

If the found property remains unclaimed or not removed for a period of 60 days from the date of written notice to the owner, WSU Police Services or the local police department may:

Sell the found property at public auction;

Retain the found property for WSU Police Services or the local police department, in accordance with RCW 63.32.010(2);

Destroy the found property, in accordance with RCW 63.32.010(3); or

Sell the found property to bonafide dealers in trade for law enforcement equipment, in accordance with RCW 63.32.010(4).

Claim of Found Property By Finder

A WSU employee, officer, or agent of the University who finds or acquires any property covered by this policy while acting within the course of his or her employment may not claim possession of the found property as a finder under this policy. (RCW 63.21.070)

Claim Procedures

A finder interested in claiming found property must take the following steps:

Report Find

Within seven days of finding the property, the finder must report the find to the chief law enforcement officer or designee of the University campus where the property was found.

If requested, the finder must also surrender the property to the campus or local area chief law enforcement officer or designee.

Appraisal

The finder must acquire a signed statement setting forth an appraisal of the current market value of the property. The appraisal must be prepared by a qualified person engaged in buying and selling like items or by a district court judge. An appraisal is not required if the found property is U.S. currency.

The finder must submit a copy of the appraisal of the value of the property to the campus chief law enforcement officer or designee.

Written Notice of Claim

The finder must serve written notice to the officer of the finder's intent to claim the property if the owner fails to make out his or her right to the item(s), in accordance with RCW 63.21.

Public Notification

Within 30 days of the report, if the found property value is equal to or exceeds the cost of the public notification, the police department publishes notice at least once a week for two successive weeks in a newspaper of general circulation in the county where the property was found. (A finder who claims the property bears the public notification costs plus $10.)

If the value of the found property is less than the cost of publishing the notice, the police department may cause notice to be posted or published in other media or formats that do not incur expense to the police department (e.g., University announcement).

After 60 Days

If unclaimed by the owner after 60 days, the police department releases the found property to the finder upon request. The finder must pay any applicable notice publication costs and fees before the property is released. (See "Public Notification" above.)

After 90 Days

If after 90 days from the date of reporting to the police department, the finder has not completed the requirements for claiming the found property, the finder's claim is expired and the property is disposed of as unclaimed property in accordance with RCW 63.32. (See also above.)

LOST AND FOUND AREAS

WSU Pullman

On the Pullman campus, many University buildings maintain lost and found areas.

The Coliseum is responsible for lost and found items associated with Coliseum events.

The Athletics Department (office located in the Bohler building) is responsible for lost and found items associated with athletic events, excluding events in the Coliseum.

Parking and Transportation Services is responsible for lost and found items turned in from WSU Pullman parking lots and garages.

The WSU Police Department is responsible for lost and found items turned in from WSU Pullman exterior locations, e.g., Terrell Mall, and walkways.

See below for a listing of lost and found area locations on the WSU Pullman campus.

WSU PULLMAN BUILDING	RM#	OFFICE	PHONE
Abelson	312	Biological Sciences	5-3553
Albrook Lab	202B	Hydraulics	5-5531
Alumni Centre		Front Desk	5-2586
Avery	202	English	5-2581
Bohler (and Athletics events, except those held in the Coliseum)	130	Athletics Office	5-0392
Bryan	206	International Programs	5-2541
Bustad	110	Dean's Office	5-9515
Carpenter	520	Architecture	5-5539
Clark (1st Floor)	116	Animal Science	5-5523
Clark (2nd - 4th Floors)	299	Institute of Biological Chemistry	5-0586
Cleveland and Education Addition	160	Dean's Office	5-1738
Coliseum (Beasley)	110	Main Office	5-3525
College	150	Anthropology	5-3441
Commons	110	Capital Planning and Development	5-5571
Communication Addition (CADD)	101	Murrow College of Communication Dean's Office	5-1556
Compton Union Building (CUB)	Info Desk	Administration Office	5-9444
Daggy	201	General Studies	5-8731
Dana	146	College of Engineering Dean's Office	5-5593
Electrical/Mechanical Engineering	102	Electrical Engineering	5-6602
Exterior locations, e.g., Terrell Mall, and walkways	Safety Building	WSU Police Department (Front Desk)	5-8548
Fine Arts	5072	Main Office	5-8686
Food Quality	104	Ferdinand's Ice Cream Shoppe	5-2141
Food Science and Human Nutrition	106	Main Office	5-3843
French Ad	220	Purchasing	5-3541
Fulmer	305	Chemistry (Main Office)	5-5585
Heald		See Biological Sciences (Abelson 312)	5-3553
Holland Library	Main	Circulation Desk	5-9672
Hulbert	101	Economic Sciences	5-5556
Info Tech Building (ITB)	2147	Information Technology Services	5-7586
Johnson Hall	291D	Crop and Soil Sciences	5-3475
Johnson Tower	233	Psychology	5-2632
Kimbrough	260	Music	5-3898
Kruegel	51	Apparel, Merchandising, Design, and Textiles	5-1233
Lighty	360	Student Affairs	5-4531
Markley Motor Pool/Service Garage	Front Desk	Motor Pool	5-9085
Martin Stadium	Bohler 130	Athletics Office	5-0392
McCluskey	Main Desk	Facilities Operations	5-9002
McCoy	Front Desk	Vet Clinic	5-0751
Morrill	108	WWAMI Clinic	5-2602
Murrow East (MURE) and Murrow West (MURW)	MURW 382	Communications	5-6585
Neill	103	Mathematics	5-3926
Nuclear Radiation Center	50	Nuclear Radiation Center	5-8641
Owen Science Library	Main Floor	Circulation Desk	5-4181
Parking and Transportation Services Bldg., parking lots, and parking garages	Pkg. & Trans. Svcs. Main Desk	Parking and Transportation Services	5-7275
Physical Education Building (PEB)	101	PEACT (Phys. Ed. Activities) Office	5-1309
Publications	40	University Publishing	5-3518
Residence Halls		See the Hall Director
Safety Building	60	WSU Police Department	5-8548
Sloan	101	Civil Engineering	5-2576
Smith Center for Undergraduate Education	305	Writing Center	5-7959
Smith Hall	213	Biological Systems Engineering	5-1578
Smith Gym		See PEACT (PEB 101)	5-1309
Student Recreation Center	Service Counter	University Recreation	5-7441
Thompson	110	Foreign Languages	5-4135
Todd	570	Business	5-3596
Troy		See ITS (ITB 2147)	5-7586
Van Doren	106	Center for Distance and Professional Education	5-5454
Vet Teaching Hospital	Main Desk	Veterinary Teaching Hospital	5-0750
Washington Building	130	Health and Wellness Services Reception Desk	5-3575
Webster	341	Physics Teaching Lab	5-4722
Wegner Hall	170	Health Science Library	5-9556
Wilson	204	Sociology	5-4595
WSU Children's Center	Front Desk	WSU Children's Center	5-8847

WSU Spokane (Riverpoint Campus)

The Security department at WSU Spokane (Riverpoint Campus) maintains a locked depository for found property. The Security department inventories and logs all found property items stored in the depository.

Turn in found property to the Riverpoint Campus Security Office, located in the South Campus Facility building, Room 269.

To report a lost item, contact Riverpoint Campus Security directly; telephone 509-358-7995 (24-hours/day, seven days/week).

WSU Tri-Cities

On the Tri-Cities campus, bring found property items to the Copy and Mail Distribution Center located in West Building, Room 127.

Contact the Copy and Mail Distribution Center to report a lost item; telephone (509) 372-7273.

WSU Vancouver

On the Vancouver campus, turn all items of found property to the Public Safety Lost and Found located in the Facilities Operations Building, Room 15.

To report a lost item, contact Public Safety; telephone 360-546-9001, or send e-mail to:

wsuvcops@vancouver.wsu.edu

Procedures, Records, and Forms – BPPM Revision Memo 289

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BPPM Revision Memorandum

November 1, 2006

TO:	Manual Users
FROM:	Ralph Jenks, Director
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Two Hundred Eighty-Nine

This BPPM revision includes the following changes:

Promotions and Sponsorships 10.23

This new section provides policy and procedures for providing state resources when a promotion or sponsorship is involved.

Charities 10.24

This new section provides policy and procedures for requesting approval to use state resources for charitable purposes.

Lost and Found 50.48

This revision removes the Engineering Teaching/Research Lab building from the list of WSU Pullman buildings with lost and found areas.

Establishing Salary Step, Periodic Increment Date, and Probation or Trial Service for Civil Service Employees 60.29

This revision updates the information regarding establishment of periodic increment dates, salary steps, and trial service period requirements for appointments from University and statewide layoff lists.

Faculty Timecard 60.42

Departments are to provide a copy of the Faculty Timecard Appointment screen and the Faculty Timecard information screen from TEMPS to the employee when adding a faculty timecard appointment.

All-University Records Retention Schedule: Information Services Records 90.01.21-25

This revision updates records retention minimum requirements for the following records series title to the All-University Records Retention Schedule:

Computer Usage Files.

All-University Records Retention Schedule: Payroll and Personnel Records Used Campus-Wide 90.01.30-37

This revision adds or updates records retention minimum requirements for the following records series titles to the All-University Records Retention Schedule:

HIPAA Security Agreement
Personnel Complaints, Exonerated, Represented Employees
Personnel Complaints, Upheld, Represented Employees

All-University Records Retention Schedule: Property Management Records 90.01.38

This revision removes the record series title, Property Inventory Cards, from the All-University Records Retention Schedule.

All-University Records Retention Schedule: Public Affairs and Public Disclosure Records 90.01.39-40

This revision adds records retention minimum requirements for the following records series title to the All-University Records Retention Schedule:

Publications, State Government, University Copy

All-University Records Retention Schedule: Sponsored Project Records 90.01.49-50

This revision adds records retention minimum requirements for the following records series title to the All-University Records Retention Schedule:

Deliverables

Return to the Policies and Procedures Manuals home page.

10.23_Promotions_and_Sponsorships.htm

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Before agreeing to provide a state resource at no cost or reduced cost in connection with a promotion or sponsorship, University administrators should consider state ethics statutes and requirements. See 10.21, 10.22, and 20.37.

This section provides policy and procedures intended to minimize the possibility or appearance of special privilege due to position with the University or the misuse of state resources.

The proper stewardship of state resources, including funds, facilities, tools, property, and employees and their time, is a responsibility that all state officers and employees share. State employees have an affirmative duty to ensure that any personal use of state resources is the most efficient in terms of time and resources. (WAC 292-110-010)

PROMOTIONS

Business Activities

University units occasionally seek to stimulate University business activity by offering promotions to potential customers. Such units may include service centers (see 30.15), auxiliary enterprises, and other self-supporting operations, e.g., SRC, Housing and Dining, Intercollegiate Athletics. For purposes of this policy, a business promotion is considered to be a special price reduction or free goods or services provided to customers of the service center or enterprise.

Requirements

In order to comply with University policy and to avoid any appearance of violating state ethics statutes, the responsible administrator is to observe the following requirements relative to promotions:

The promotion must be consistent with mission of the University and the department. Refer to the following website to access the University's mission:

http://strategicplan.wsu.edu/

The promotion must be consistent with a written marketing or business plan that has been approved by the responsible area administrator, e.g., dean, vice president, vice provost, associate vice president. The plan must be approved and in place before the promotion is offered.

The unit accounts for the actual cost of each promotion transaction as a promotional expense.

The promotion may not be offered to or accepted by employees, supervisors, or administrators of the sponsoring service center or entity offering the promotion.

Discounts or reduced prices are not to be provided as a special privilege. Such a practice is a violation of RCW 42.52.070. A business promotion that includes discounts and reduced prices is to be provided to all persons who purchase a given product or service. NOTE: This requirement applies to discounts and reduced prices related to a promotion only. It does not apply to standard pricing. For example, the standard price for children's entry to an event may be less than the standard price for adults or standard staff prices might be less than standard prices for the general public.

Nonbusiness Activities

University academic and support departments occasionally seek to promote an activity, entity, or idea by providing items at no charge to the public or University personnel. Such items might include inexpensive items that identify the department or the University.

In order to comply with University policy and to avoid any appearance of violating state ethics statutes, the responsible administrator is to observe the following requirements relative to nonbusiness promotions:

The promotion must be consistent with missions of the University and the department.

Each provided item must be of de minimis value. Those with questions about de minimis value may contact the Internal Audit Office; telephone 335-2001.

SPONSORSHIPS

For purposes of this policy, a sponsorship is a contractual relationship between the University and an individual or group promoting an event. In accordance with the contract, the University provides goods or services for the event in exchange for reasonable consideration.

Requirements

In order to comply with University policy and to avoid any appearance of violating state ethics statutes, the responsible administrator is to observe the following requirements relative to sponsorships:

The department is to have a contract with the sponsor in place prior to any activity connected with the sponsorship.

The contract is to be approved by an authorized University official and is to stipulate that the University receive reasonable consideration in exchange for the sponsorship.

The contract is to identify the exchange of reasonable consideration by the parties.

The contract is to be prepared and approved in conformance with procedures in 10.11.

CHARITIES

See 10.24 for information about charities and the Combined Fund Drive.

10.24_Charities.htm

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Before agreeing to use a state resource in connection with a charity or a charitable purpose, the responsible director or unit head obtains the prior approval of the Vice President for Finance and Administration or designee.

Prior to seeking approval the administrator should contact the Internal Audit Office for advice and review. The administrator should also consider state ethics statutes and requirements. See 10.21, 10.22, and 20.37.

Definition

A charity is defined, for purposes of this policy, as a gift for humanitarian, philanthropic, or other purposes beneficial to the public. Also a charity may be an institution or organization founded by such a gift.

A charitable purpose results in humanitarian or philanthropic assistance, or is otherwise beneficial to the public.

GENERAL RULE

The University cannot provide University resources for non-University purposes unless it receives consideration in exchange for those resources.

Such consideration is to be documented in a signed agreement between the University and the particular charity or organization involved in a charitable purpose, and approved by a University officer with authority to sign contracts. See 10.11.

DE MINIMIS USE

University employees may use state resources for the benefit of a charity or charitable purpose without consideration when the level of use is de minimis and the use promotes organizational effectiveness or enhances the employees' job-related skills.

"De minimis use" occurs when all of the following conditions are met:

There is little or no cost to the University;

Any use is brief in duration, occurs infrequently, and is the most effective use of time or resources;

The use does not interfere with the performance of the officer's or employee's official duties;

The use does not disrupt or distract from the conduct of University business due to volume or frequency;

The use does not disrupt other University employees and does not obligate them to make personal use of University resources; and

The use does not compromise the security or integrity of University property, information, or software.

Charitable activities meeting these requirements are permissible when approved by the Vice President for Finance and Administration or designee. Employees with questions regarding a particular proposed de minimis use of state resources for charitable purposes should contact the Internal Audit Office.

Examples

An example of an impermissible activity would be an employee sending a broadcast e-mail selling a product or attempting to raise funds that will generate a personal benefit to the employee who sent the email. This does not prohibit employees from posting notices of charitable solicitations or fundraisers on bulletin boards or in break areas.

An example of a permissible activity would be coworkers volunteering to help raise funds for a local charity or a charitable event. An e-mail or broad announcement to notify employees of the activity would be considered a limited use of resources. Prior approval must be obtained from the Vice President for Finance and Administration or designee for the limited use of resources in connection with the charitable purpose. If the activity requires additional state paid time or use of resources, the additional use may exceed the de minimis use guidelines and no longer be permissible.

CO-SPONSORED EVENTS

With the approval of the Vice President for Finance and Administration or designee, a University unit may co-sponsor an event with a charity. Any co-sponsorship of an event would require the Vice President for Finance and Administration or designee to determine that the University's participation in the event would enhance the University's ability to perform one of its missions (education, research, or public service). The responsibilities of the co-sponsoring parties must be explained in a signed agreement prior to the event.

An example of a co-sponsored event might involve an agreement between a local charitable organization and a self-sustaining University unit to co-sponsor a fun run. The co-sponsorship agreement must explain the relationship and duties of the parties. The terms of the co-sponsorship agreement could also permit the co-sponsoring charitable organization to independently pursue specified collateral charitable fundraising efforts in conjunction with the fun run. Such fundraising efforts must be clearly identified.

Approval Request

The administrator completes a written approval request which includes:

The circumstances of the charitable activity;

An explanation of how the charitable activity relates to or promotes a University mission;

The specific amount and type of state resource to be used; and

The consideration to be provided by the charitable entity.

The administrator submits the written request to the Vice President for Finance and Administration or designee; mail code 1045. The Vice President or designee notifies the administrator of his or her determination regarding the request.

COMBINED FUND DRIVE

The Combined Fund Drive is an exception to the above rules. Since the Combined Fund drive was established by the state legislature, the University can assign employees to work on the Combined Fund Drive as part of their official duties.

Combined Fund Drive coordinators should confine the time and effort spent conducting the drive to those official duties assigned by the University. University employees not officially assigned to participate in the Combined Fund Drive must observe the de minimis rule when working on the Combined Fund Drive.

10.42_International_Agreements_and_Memorandums_of_Understanding.htm

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INTRODUCTION

Global participation by faculty, students, and constituencies is essential to the mission of the University for achieving a world-class environment for research, scholarship, graduate education, the arts, and engagement. Providing a broad spectrum for international experience, bridging language barriers, and encouraging the best undergraduate experience in a research university can be accomplished by successful global partnerships.

Through International Agreements (IAs) and Memorandums of Understanding (MOUs), the University can foster a network of students, alumni, teaching and research colleagues, and leaders with experiences, links, and commitments to share in the development of culture and quality education and activities that benefit the University, the state of Washington, and the international community. For a detailed description of agreement types see below.

OFFICE OF INTERNATIONAL PROGRAMS

The Office of International Programs facilitates and coordinates international agreements including Memorandums of Understanding (MOUs) and International Agreements (IAs) for the University.

Contact Information

International Programs
Bryan Hall 206
Mail code: 5121
Telephone: 509-335-2541
E-mail: ip.admin.fd@wsu.edu
Website: http://ip.wsu.edu

TYPES OF INTERNATIONAL AGREEMENTS

Memorandums of Understanding (MOUs)

A Memorandum of Understanding is a general nonbinding statement of the relationship between the University and colleagues, organizations, and other universities. Completion of a Memorandum of Understanding may be used only to document the first step in the process of establishing diverse activities. However, a MOU may not be used to commit resources nor to commit the University to provide services or activities.

International Agreements (IAs)

An International Agreement is a legally-binding contract that commits the University to provide specific services or activities to a client or in collaboration with colleagues, another university, or organization. NOTE: Depending on the nature or scope of a program, International Programs routes an IA to the Office of Grant and Reseach Development (OGRD), the Office of Finance and Administration, and/or the Budget Office for approval. See below.

Examples

Examples of activities documented by IAs include, but are not limited to:

Global Learning affiliations,

Student exchanges,

Faculty exchanges,

English language training programs,

Faculty-led study abroad programs,

Joint degree programs,

Internships,

International recruiting agents.

See also below for detailed information about IA examples.

Required Details

An IA must contain details concerning:

Activities to be carried out,

Responsibilities,

Sources of funds and other resources,

Facilities and administrative costs (see also 40.25) when required by federal law, and

Timing.

Approval

Refer to below for approval requirements for IAs.

OTHER AGREEMENT TYPES

This section (10.42) does not apply to the following agreement types.

Business Contracts

Contracts within the authority of the Office of Finance and Administration are not processed by International Programs. Refer to 10.10 and 10.11 to process such agreements.

Research and Scholarly Activity Agreements

Research and scholarly activity agreements are processed through OGRD. Refer to Chapter 40 to process such agreements.

SOURCES

MOUs and IAs are generally initiated by:

WSU faculty.

The Office of International Programs and units within.

Foreign institutions or individuals, based upon a desire to establish relationships to meet a specific need or opportunity for which collaborators are sought.

AGREEMENTS INITIATED BY FOREIGN UNIVERSITIES OR ORGANIZATIONS

If departments/units receive a proposed agreement from a foreign university or organization, it is the department's responsibility to determine whether the agreement is in the best interest of the department and college. If so, the department must work with International Programs to determine whether the terms of the agreement are consistent with this policy and other policies governing University contracts.

If the proposed agreement does not meet all the requirements of this section, it must be modified to meet University requirements.

International Programs sends proposed agreements to OGRD, Finance and Administration, or the Attorney General's Office when proposed agreements require the review and approval of those offices.

REQUIREMENTS

Each agreement with an organization must include standard information presented in an approved format before an agreement can be finalized.

Each agreement must identify contact persons or units at WSU and at the collaborating international organization with responsibility for conduct of the proposed activities.

International Programs provides established and approved standardized agreement templates for the University. Refer to the following link for current templates:

http://ip.wsu.edu/faculty-and-scholars/international-relationships.html

Check Existing Agreements

International Programs maintains a list of current agreements. Faculty and staff should refer to this list before beginning work on an international agreement. Refer to the following link for the current list:

http://ip.wsu.edu/faculty-and-scholars/international-relationships.html

Retention of Agreements

The Office of International Programs retains the originals of MOUs and copies of IAs. The Office monitors termination dates of all international agreements.

The Controller's Office retains the originals of all IAs.

The named contact individual is responsible for retaining a copy of each agreement and providing a copy to the responsible department or college.

APPROVALS

Obtain college/departmental/institutional approval for the IA or MOU on the Internal Approval Form. This form is the last page of the templates (MOUs and IAs) and is for WSU internal use only.

The signatures of the regional campus chancellor (when appropriate), dean, chair (director), and contact person are required. Seek approval from the college financial officer when appropriate.

If the agreement covers more than one college, obtain approval for each college. If the agreement involves the Graduate School, obtain approval from the Graduate School.

After obtaining approval for the responsible colleges and departments, return the agreement by courier or campus mail to International Programs for final University approvals, mail code 5121, Bryan Hall 206. (See chart below and 10.42.7 regarding possible additional approvals.) Allow at least two weeks for completion of the final University approval process.

IA Approvals by Activity

Refer to the table below to determine approval for specific activities. Note that International Programs routes certain agreements to OGRD, the Office of Finance and Administration, and/or the Budget Office, and other appropriate offices as necessary. (See below for possible additional approving offices.) Contact International Programs with questions or to request clarification.

Activity President Provost IP OGRD Finance
and
Administration Budget
Office

Global Learning affiliation ✓ ✓ ✓

Student exchanges using standard template ✓ ✓

Unusual student exchanges ✓ ✓ ✓

Faculty exchanges ✓ ✓ X* ✓

English language training using standard template ✓ ✓

Unusual English language training using standard template ✓ ✓ ✓

Faculty-led study abroad ✓ ✓ ✓ =✓

Joint degree programs ✓ ✓ ✓ ✓

Internships ✓ ✓ ✓

International research and development grants/contracts X X ✓ X

Memorandums of Understanding ✓ ✓ ✓ ✓

International recruiting agent agreements ✓ ✓ ✓ ✓

Sponsored student exchanges ✓ ✓ ✓

✓ Required Approval
X Possible Approval (Contact International Programs for further clarification)
* If extramural funding is involved in the exchange or internship.

Final WSU Approval

After the Vice Provost of International Programs approves the agreement, International Programs in consultation with OGRD and the Office of Finance and Administration determines appropriate final University approvals.

The President or his or her designee approves MOUs. The Provost or his or her designee approves IAs.

AGREEMENT CRITERIA

Consider the following criteria when evaluating MOUs or IAs for establishment and/or approval:

Level of interest of WSU faculty and students;

Faculty members or units willing to take responsibility for the successful implementation of the agreement;

Degree to which opportunities benefit outreach and education activities of the University;

Degree to which the proposed MOU or IA provides global experiences for students, faculty and the University's constituencies;

Enhancement of the internationalization process;

Degree to which the proposed MOU or IA creates and/or provides access to resources;

Degree to which opportunities are provided that are not otherwise available for students, faculty and programs;

Adherence to academic requirements;

Degree to which the MOU or IA addresses criteria specific to the participating faculty and units; and

Ability of the University to meet the obligations, particularly financial obligations, of the the agreement.

EXAMPLES OF IAs

Global Learning Student Exchanges, Study Abroad, and Internships

The Global Learning department of International Programs and the appropriate department and college are responsible for establishing, facilitating, and monitoring all student education abroad programs, exchanges, and internships. Contact Global Learning for further information and to access the appropriate agreement templates.

Agreements must address the following:

Program description;

Selection of participants;

Duties of each party;

Costs, billing, refund and payment procedures;

Dates of service;

Emergency preparedness; and

Insurance and liability.

Additional Approval

In addition to required approvals (see "Final WSU Approval" above), these agreements require the approval of the Director of Global Learning before obtaining the approval of the Vice Provost of International Programs. For more information refer to the following website:

http://ip.wsu.edu/education_abroad/index.html

Faculty-led Study Abroad Programs

Departments organizing faculty-led programs are to implement their programs in cooperation with the Global Learning department of International Programs. Departments refer to 10.43 for faculty-led study abroad policies and procedures.

When developing a faculty-led program, a department is to contact Global Learning for assistance at Bryan Hall 105; telephone 509-335-6204. Refer to the following website for more information:

http://ip.wsu.edu/education_abroad/index.html

Outreach and Education Activities

This category includes agreements with universities, governments, nongovernmental organizations, corporations, and other partner organizations for the establishment of collaborative relationships, outreach, and education activities. Contact the International Programs Office for assistance and procedures at Bryan Hall 206; telephone 509-335-2541.

Undergraduate and Graduate Degree Programs

This category includes agreements with universities in other countries for the establishment and conduct of collaborative educational programs which result in an undergraduate and/or graduate degree from WSU.

Such degree programs must meet WSU admission and established degree requirements and criteria. This applies to programs to be conducted at WSU and/or at the collaborating university.

Additional Approvals

In addition to required approvals (see "Final WSU Approval" above), International Programs requires the additional prior approval of any of the following offices when applicable:

Admissions

General Education

Vice-Provost for Academic Affairs

Dean of the Graduate School

Finance and Administration

Office of Research/OGRD

Global Services

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The Global Learning department of International Programs administers and coordinates faculty-led study abroad programs for the University.

International Agreements

International Agreements (IAs) are processed in accordance with procedures in 10.42. In addition to applicable procedures in that section, individuals and departments initiating faculty-led study abroad programs are responsible for applying the following procedures.

Global Learning

The Global Learning department within International Programs works with the appropriate department and college to develop and monitor all faculty-led study abroad programs. Working together, Global Learning and the faculty director implement and administer the program.

When developing a faculty-led program, contact Global Learning for assistance. Refer to the following website for more information:

http://ip.wsu.edu/global-learning/education-abroad/home.html

AGREEMENT REQUIREMENTS

Any faculty-led study abroad program involving a third-party provider and/or educational institution requires the completion of an IA. (See 10.42.) The Global Learning department of International Programs is responsible for agreement development for faculty-led study abroad programs and related third-party payments. These agreements define all aspects of for-credit WSU programs between a specific college or academic unit of WSU and a third-party provider and/or educational institution in the US and/or in foreign countries.

Agreements must address:

Program description;

Selection of participants;

Duties of each party;

Costs, billing, refund and payment procedures;

Dates of service;

Emergency preparedness; and

Insurance and liability.

PROCEDURES

Procedures for faculty-led study abroad program development are outlined briefly below:

Faculty develop a faculty-led study abroad program proposal and submit it to Global Learning. Preferably, the proposal should be submitted 12 to 18 months in advance of departure.

Global Learning assists with developing a preliminary program budget addressing roles, responsibilities, personnel, itinerary, salaries, benefits, tuition, travel, housing, source of funds, third-party providers, and other required resources.

Global Learning and the faculty-led director meet with the department chair, college dean, and area finance officer to obtain all necessary approvals for the program.

The faculty-led director circulates the program proposal and draft budget for review and signatures and returns the documents to Global Learning. Following program approval, Global Learningd develops the faculty-led study abroad student application and marketing materials.

With faculty assistance Global Learning develops the necessary IAs and final budget which is reviewed, approved, and signed by International Programs and the appropriate area financial officers. The IAs are then circulated for approval signatures.

Additional Approvals

In addition to required approvals for any international agreement (see 10.42), these agreements require approval in the following order:

Director of Global Learning

Associate Vice Provost of International Programs

Finance and Administration

Provost

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BPPM Revision Memorandum

November 21, 2006

TO:	Manual Users
FROM:	Ralph Jenks, Director
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Two Hundred Ninety

This BPPM revision includes the following changes:

International Partnership Agreements and Memorandums of Understanding 10.42

This new section outlines the process and approvals required to execute a Memorandum of Understanding and an International Partnership Agreement with an organization located in a foreign country.

Faculty-Led Study Abroad Programs 10.43

This new section outlines the process and approvals required to establish a faculty-led study abroad program.

Certificate of Insurance 50.11

This revision includes the following changes:

Student-sponsored events and internships are excluded from WSU's liability insurance. Certificates of insurance are not issued for such activities.

The Washington Division of Risk Management sends the original of the certificate of insurance directly to the third party, not the requesting department.

Release of Public Records 90.05

This revision brings the section into conformance with recent revisions to the Public Records Act regarding prepayment and partial production. The revision also updates the procedures for requesting and producing public records.

Return to the Policies and Procedures Manuals home page.

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BPPM Revision Memorandum

December 13, 2006

TO:	Manual Users
FROM:	Ralph Jenks, Director
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Two Hundred Ninety-One

This BPPM revision includes the following changes:

Revenue Sources and Subsources 30.54

This revision updates the procedures for users to view a complete list of valid source and subsource codes.

Reasonable Accommodation 60.21

This new section provides policy, requirements, and procedures for reasonable accommodation to enable equal opportunity to University services, programs, and employment for individuals with disabilities. Applicable forms are included.

Tuition Waivers--Fall and Spring Semesters 60.70

This revision:

Updates the requirements for obtaining an instructor's approval on the Tuition Fee Waiver Request;

Adds requirements for obtaining the academic chair's approval; and

Clarifies the requirement for approval by the employee's department or unit head.

Unemployment Compensation Claims 60.79

This revision updates the examples of unemployment compensation claim documents.

Funding Departmental and Research Project Equipment Maintenance 80.58

This revision adds procedures and funding requirements for departments which request equipment for a specific departmental use. The funding requirements for research project maintenance are also updated.

Facilities Operations assigns an equipment number to each piece of equipment ordered. Maintenance costs are assigned and may be tracked by equipment number.

The title of this section is changed from Funding Research Project Equipment Maintenance.

Accessing Administrative Information Systems 85.33

This revision:

Updates the departmental procedures for requesting changes or terminations to AIS access authorizations;

Discontinues the AIS application, JOBLOG; and

Changes the administrative office responsible for the Service Order System (SOS) from Facilities Operations to Housing and Dining Maintenance Services.

Return to the Policies and Procedures Manuals home page.

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BPPM Revision Memorandum

January 3, 2005

TO:	Manual Users
FROM:	Ralph Jenks, Director
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Two Hundred Fifty-Three

This BPPM revision includes the following change:

Travel Rates 95.19

The Office of Financial Management (OFM) and the federal government increased the motor vehicle reimbursement rate from $ .375 per mile to $ .405 per mile, effective January 1, 2005.

Return to the Policies and Procedures Manuals home page.

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BPPM Revision Memorandum

January 6, 2005

TO:	Manual Users
FROM:	Ralph Jenks, Director
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Two Hundred Fifty-Four

This BPPM revision includes the following changes:

Faculty, Student, and Alumni Account Purchases 70.18

This revision updates the procedures for organizations to set up and use FS&A accounts. This revision also adds information concerning the interest distribution and administrative fee policies.

Courier Services 80.18

This revision updates the information and procedures for courier services between WSU Pullman, the urban campuses, ICN--Spokane, and the research and extension centers in Prosser, Puyallup, and Wenatchee.

Travel Expense Voucher 95.20

This revision updates the instructions for completing the food and lodging portion of the Travel Expense Voucher (TEV).

Return to the Policies and Procedures Manuals home page.

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BPPM Revision Memorandum

January 25, 2005

TO:	Manual Users
FROM:	Ralph Jenks, Director
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Two Hundred Fifty-Five

This BPPM revision includes the following changes:

Form: Invention Disclosure (Standard) 35.50.5-9
Form: Invention Disclosure (Engineering) 35.50.10-14
Form: Invention Disclosure (Software) 35.50.15-20

The Office of Intellectual Property Administration has added fields on each of the above forms for the Director/Chair and the Dean/Chancellor to approve submission of invention disclosures.

All-University Records Retention Schedule: Administrative--Departmental Records 90.01.9

The records series, Accreditation Records, is added to the All-University Records Retention Schedule.

All-University Records Retention Schedule: Safety Records 90.01.45-47

The following records series are revised to remove retention of the departmental copies:

Incident Report (WSU 1131)
Physician's Report

Return to the Policies and Procedures Manuals home page.

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BPPM Revision Memorandum

February 16, 2005

TO:	Manual Users
FROM:	Ralph Jenks, Director
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Two Hundred Fifty-Six

This BPPM revision includes the following changes:

Form: Departmental Scholarship Authorization 30.90.4

Check boxes are added to the form for a department to mark the appropriate enrollment requirement for a student to receive an award.

Direct Deposit of Excess Financial Aid Funds 30.98

This new section provides procedures and a form for students to request direct deposit of excess financial aid funds.

Employing Non-U.S. Citizens 60.05

The Office of International Students and Scholars has updated the listing of immigration codes and general restrictions on employment in accordance with the current codes used by the U.S. Citizenship and Immigration Services.

Table: WSU Extension Offices Calendar Year 2005 Holiday Schedule 60.76.3-4

This revision updates the WSU Extension Holiday Schedule.

All-University Records Retention Schedule: Payroll and Personnel Records Used Campus-Wide 90.01.30-37

The following records series are consolidated into a new record series titled Temporary Employee Departmental Files:

Conditions for Temporary Employment
Temporary Employment Application--Hired
Temporary Employment Appointment
Temporary Employee Orientation Checklist

The records series titled Temporary Employment Application--Not Hired is added to the All-University Records Retention Schedules.

The records series titled Temporary Employment Position Roster is discontinued.

Return to the Policies and Procedures Manuals home page.

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REFUND OF EXCESS FINANCIAL AID

When University Receivables receives financial aid money for a student, the funds are used to pay off current term items, e.g., allowable outstanding tuition, fees, and University-contracted housing. Washington State University is limited by federal rules regarding what charges the University may automatically pay with financial aid.

Any residual funds are given to the student. The student may have a check mailed to the primary mailing address maintained in the University Name and Address File (see 90.70) or may apply to have the funds deposited directly to his or her checking account in any U.S. bank or credit union. The student may update her or his recorded primary mailing address by editing the Main Menu-->My Profile information at the zzusis portal website at:

http://zzusis.wsu.edu

University Receivables disburses refunds of excess financial aid on the first class day of the semester.

Requesting Direct Deposit of Refund

To authorize University Receivables to directly deposit a financial aid refund to a checking account, the student must complete an online request for Student Account Direct Deposit. The form is available from the My Profile area of the zzusis website.

Process

After the direct deposit process is in place, excess financial aid funds and/or any other type of refunds are credited to the student's bank account. Generally, funds are available within three business days after the entry for excess funds appears in the online WSU student account information. Students should verify bank balances before writing checks.

The student may view the status of his or her student account from the Student Finances section of the zzusis portal website. To access the website, go to:

http://zzusis.wsu.edu

Direct deposit continues until the student discontinues the direct deposit by going online to the My Profile section of the zzusis portal and deleting or changing the direct deposit information.

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BPPM Revision Memorandum

February 28, 2005

TO:	Manual Users
FROM:	Ralph Jenks, Director
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Two Hundred Fifty-Seven

This BPPM revision includes the following changes:

Travel Rates 95.19

Effective February 4, 2005, the following reimbursement rates have been increased in accordance with OFM regulations:

Private aircraft reimbursement rate is increased from $ .995 per direct air mile to $1.07 per direct air mile.

Motorcycle reimbursement rate is increased from $ .285 per mile to $ .305 per mile.

Form: Vehicle Request/Justification 95.35.14

This form revision adds the ability to request special purpose long-term motor vehicle rental.

Motor Pool Rates 95.36

Motor Pool has added a small pickup class (4WD with crew cab) to the list of daily rental vehicle.

Return to the Policies and Procedures Manuals home page.

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BPPM Revision Memorandum

March 21, 2005

TO:	Manual Users
FROM:	Ralph Jenks, Director
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Two Hundred Fifty-Eight

This BPPM revision includes the following changes:

Completing the Effort Certification Report 40.35

Sponsored Programs Services has updated the procedures, reflecting changes in the Effort Certification Report form.

All-University Records Retention Schedule: Travel Forms Used Campus-Wide 90.01.52

The records series titled Campus Automobile Reservation System (CARS) is added to the All-University Records Retention Schedule.

Travel Expense Voucher 95.20

When the claimant is a non-U.S. citizen, the department must submit a copy of the claimant's visa with the Travel Expense Voucher.

Return to the Policies and Procedures Manuals home page.

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BPPM Revision Memorandum

April 11, 2005

TO:	Manual Users
FROM:	Ralph Jenks, Director
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Two Hundred Fifty-Nine

This BPPM revision includes the following changes:

Real Property Management 20.45

This revision:

Updates the list of transactions conducted by the Real Estate Office;
Updates the list of members of the Real Estate Council;
Updates the procedures for property purchase, sale, and reassignment; and
Adds procedures for reviewing the current use of real estate holdings.

Petty Cash Funds 30.50

When the fund is no longer needed, departments notify the Revenue Section of the Controller's Office.

Till Cash Funds 30.51

Departments are to submit the name of one individual who will be responsible for the till cash fund.

When the fund is no longer needed, departments notify the Revenue Section of the Controller's Office.

Travel Expense Voucher 95.20

The department is to indicate on the Travel Expense Voucher (TEV) if the claimant is a non-U.S. citizen and enter the appropriate visa type or immigration status if no visa has been issued. The department must submit a copy of a foreign visitor's immigration documentation showing the immigration status with the TEV to Travel Services.

Motor Pool Rates 95.36

Motor Pool has added a 7-passenger van class to the list of daily rental vehicles.

Return to the Policies and Procedures Manuals home page.

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http://www.wsu.edu/~forms/HTML/BPPM/40_Sponsored_Agreements/40.16_Transferring_Research_Equipment_to_Other_Institutions.htm

If you are not redirected within 5 seconds, click the hyperlink above.

Please update your bookmarks.

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BPPM Revision Memorandum

May 6, 2005

TO:	Manual Users
FROM:	Ralph Jenks, Director
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Two Hundred Sixty

This BPPM revision includes the following changes:

Transferring Research Equipment to Other Institutions 40.16

This section provides procedures for the transfer of equipment to another institution when a principal investigator leaves WSU. This revision adds provisions for receiving fair market value for state-owned equipment.

Emergency Repair Orders 70.32

This section is removed from the BPPM.

Return to the Policies and Procedures Manuals home page.

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BPPM Revision Memorandum

June 1, 2005

TO:	Manual Users
FROM:	Ralph Jenks, Director
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Two Hundred Sixty-One

This BPPM revision includes the following changes:

Service Centers 30.15

Sponsored Programs Services has revised the application procedure for service center operations. The applicant now submits an application form, a rate spreadsheet, and a compliance questionnaire. This revision also provides guidance regarding treatment of F&A costs in service center rates.

All-University Records Retention Schedule: Student Records 90.01.50-51

Retention of the records series, Incomplete Grade Request, has been revised.

Return to the Policies and Procedures Manuals home page.

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BPPM Revision Memorandum

July 1, 2005

TO:	Manual Users
FROM:	Ralph Jenks, Director
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Two Hundred Sixty-Two

This BPPM revision includes the following changes:

Regarding the Personnel (Chapter 60) sections listed below, Human Resource Services (HRS) has made these changes in accordance with the new civil service rules, effective July 1, 2005. For questions concerning the changes or personnel rules not included in this revision, see WAC Title 357, the Faculty Manual, the Administrative Professional Handbook available from the HRS website, or contact HRS at 509-335-4521.

Determining Pay Status--Employee or Contractor 60.01

This revision:

Changes the employment group classified staff to civil service positions and positions covered by collective bargaining unit agreements.

Adds a link to the IRS website to view the IRS Employer's Supplemental Tax Guide.

Classification and Reclassification 60.02

The name of this section is changed from Classification and Reclassification--Classified Staff.

This revision updates the procedures for requesting classification and reclassification of civil service and administrative professional employees. Procedures for employees covered by collective bargaining unit agreements are included in the applicable agreements.

The forms, 60.02.5-7: Position Description: Civil Service Employees and 60.02.8-12: Position Questionnaire, are also updated.

Position Review Request 60.03

This section is removed.

Employment Eligibility Verification--INS Form I-9 60.04

This revision updates the procedures for verifying U.S. citizenship or work authorization for new University employees. The employment group classified staff is changed to civil service employees and employees covered by collective bargaining unit agreements.

Classification and Reclassification--Administrative/Professional Positions 60.06

This section is removed.

Partner and Spouse Accommodation 60.15

The term "hiring official" is changed to "appointing authority or employing official." The term "classified staff" is changed to "civil service and collective bargaining unit employees."

New Employee Orientation 60.17

This section is removed.

Temporary Employment Program 60.26

This revision clarifies the temporary employment restrictions and procedures.

Temporary Employment Processing 60.27

This revision clarifies the procedures for creating, updating, and viewing temporary employment positions and appointments.

The forms, 60.27.7: Temporary Employment Orientation Checklist and 60.27.8: Conditions for Temporary Employment, are also updated.

Hazardous Conditions Pay 60.28

Civil service employees are eligible for hazardous conditions pay in some work situations. Collective bargaining unit employees must refer to the appropriate bargaining unit agreements for hazardous conditions pay information.

Work Period Designation for Classified Staff 60.31

This section is removed.

Employee Requests for Temporary Schedule Changes 60.33

This revision updates the procedures for civil service employees who are not covered by collective bargaining unit agreements to request temporary schedule changes.

Layoff--Civil Service Employees 60.37

The title of this section is changed from Layoff--Classified Staff.

This revision updates the layoff rules and procedures as applicable to civil service employees who are not covered by collective bargaining unit agreements. The University's layoff units are expanded from four units to 22 units.

Staffing During Emergency Closures 60.40

This section is removed.

Payment for Unused Sick Leave 60.41

This revision updates the list of employees eligible for unused sick leave payments and the procedures for initiating claims for payment of available unused sick leave.

Faculty Timecard 60.42

Responsibility for this section is moved from the office of Campus Student and Hourly Employment to HRS.

Shared Leave 60.43

This section is removed.

Corrective and Disciplinary Action 60.50

The title of this section is changed from Guidelines for Disciplinary Action: Classified Staff.

This revision includes:

Definitions and an overview of corrective and disciplinary actions applicable to faculty, administrative professional (AP) employees, and civil service employees not covered by collective bargaining unit agreements.

Links to the Faculty Manual and the Administrative Professional Handbook for users to view the rules and procedures for corrective and disciplinary actions applicable to faculty and AP employees.

Link to the HRS website for users to view advisory guidelines for corrective and disciplinary actions applicable to civil service employees.

Information regarding University offices which are resources for questions regarding corrective and disciplinary actions.

Emergency Child Care 60.56

This section is removed.

Form: Time Report 60.60.29

The Employee Type field is updated to include check boxes for civil service, collective bargaining unit, faculty, and AP employees. Users may elect to enter either a social security number or WSU ID number on the form.

Reporting Daily Activity for Temporary Employees 60.61

This revision provides information about automated Daily Activity Report templates and updates the form example.

Faculty and Administrative Professional Personnel Leave 60.64

This section is removed.

Maternity Disability and Parental Leave 60.65

This section is removed.

Training and Development 60.71

This section now provides a brief overview of University adherence to the training and development rules (WAC 357-34) in the new civil service regulations. To view advisory guidelines for University training and development, users are directed to the HRS website.

Release Time for Training 60.72

Supervisors may release employees to attend training programs.

The definition of release time for training is updated to include any approved training program, not just in-service training.

Personal Holiday 60.77

This section is removed.

University Purchases from State Employees 70.15

This revision adds the state requirement (WAC 292-110-060) that the University approve an employee sole-source proposal prior to routing the proposal to the Executive Ethics Board for final review.

Quick Purchase Order 70.17

This section is removed.

All-University Records Retention Schedule: Payroll and Personnel Records Used Campus-Wide 90.01.30-37

The records series, Employee Performance Evaluations, has been revised.

Return to the Policies and Procedures Manuals home page.

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Procedures, Records, and Forms – BPPM Revision Memo 263

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BPPM Revision Memorandum

August 5, 2005

TO:	Manual Users
FROM:	Ralph Jenks, Director
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Two Hundred Sixty-Three

This BPPM revision includes the following changes:

Delegation of Contractual Authority 10.10

This revision simplifies the description of the types of contractual authority which the President delegates to the Vice President for Business Affairs.

Form: Special Course Fee Request 30.95.6

This revision adds name fields for chair and dean approvals.

Departmental Payroll Processing 55.22

This revision adds a new earnings type code for graduate assistants in the College of Veterinary Medicine.

Payment Upon Separation of Employment 55.49

Classified staff employees are now referred to as civil service or collective bargaining unit employees. This revision updates the reimbursement procedures to reflect the new civil service rule changes. Eligibility for sick leave payment from the Voluntary Employee's Benefit Association Medical Expense Plan (VEBA MEP) is clarified.

Position Action / Position Review Request 58.02

This revision updates the procedures for completing the Position Action/Position Review Request form to comply with new civil service regulations.

For the purpose of requesting a position review, departments use the Position Action/PRR form for civil service and administrative professional positions only. Procedures for requesting review of positions covered by collective bargaining unit agreements are included in the applicable agreements.

Form: Employment Eligibility Verification--USCIS Form I-9 60.04.6-8

The Employment Eligibility Verfication (I-9) form is now the responsibility of the U.S. Citizenship and Immigration Services (USCIS) division of the Department of Homeland Security, instead of the Immigration and Naturalization Service (INS). As such, the form name and section name (60.04) have been updated.

Benefit Transfer for Previous State of Washington Employment 60.19

This revision updates the requirements and procedures for transferring benefits for WSU employees with previous state of Washington employment.

Purchasing Card 70.08

This revision adds instructions for completing the Purchasing Card Change Request. The new form is used to process changes regarding a departmental purchasing card. The form is added to page 70.08.12 of this section.

All-University Records Retention Schedule: Sponsored Project Records 90.01.48-49

The records series, Advance Expenditure Authorization, has been removed.

Return to the Policies and Procedures Manuals home page.

Procedures, Records, and Forms – BPPM Revision Memo 264

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BPPM Revision Memorandum

August 12, 2005

TO:	Manual Users
FROM:	Ralph Jenks, Director
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Two Hundred Sixty-Four

This BPPM revision includes the following changes:

Form: Invention Disclosure (Standard) 35.50.5-10
Form: Invention Disclosure (Engineering) 35.50.11-14
Form: Invention Disclosure (Software) 35.50.15-19

The Office of Intellectual Property Administration has updated the contributors/inventors section and added signature lines for administrative approval of invention disclosures by an additional director or chair and an additional dean or chancellor.

Salary Review--Administrative Professional Staff 60.12

This revision updates the circumstances which may result in salary adjustments for administrative professional employees. References to "classified staff positions" are changed to "civil service or collective bargaining unit positions" in accordance with the new civil service rules.

Leave Report for Overtime-Exempt (Excepted) Classified Employees 60.62

This revision updates the leave reporting procedures for overtime-exempt civil service and excepted collective bargaining unit employees.

Human Resource Services (HRS) records the use and donation of shared leave for these employees on the Classified Leave Reports.

The title of this section is changed from Leave Report for Excepted Work Period Classified Staff.

Tuition Waivers--Fall and Spring Semesters 60.70

This revision updates the lists of eligible and ineligible individuals.

Fees must be paid by the second Friday of classes.

The Tuition Fee Waiver Request for WSU Vancouver (60.70.8-9) is removed.

Return to the Policies and Procedures Manuals home page.

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Procedures, Records, and Forms – BPPM Revision Memo 265

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BPPM Revision Memorandum

August 18, 2005

TO:	Manual Users
FROM:	Ralph Jenks, Director
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Two Hundred Sixty-Five

This BPPM revision includes the following changes:

Delegation of Appointing Authority 60.10

This revision:

Updates the definition of an employing official.

Updates the list of employment actions in which employing officials may be involved, in accordance with the new civil service laws.

Adds a list of powers held by appointing authorities for faculty and administrative professional employees.

Establishing Salary Step, Periodic Increment Date, and Probation or Trial Service for Civil Service Employees 60.29

In accordance with the new civil service laws, this revision updates the reclassification steps, probation requirements, and trial service requirements for civil service employees. The revision also adds information concerning employee retention salary increases and appointment above minimum step.

The title of this section is changed from Establishing Salary Step, Periodic Increment Date, and Probation or Trial Service for Classified Staff.

Motor Pool Rates 95.36

Motor Pool has updated the rates for long-term rental of motor pool vehicles. This revision also removes the mid-size sedan class from the daily rental group.

Return to the Policies and Procedures Manuals home page.

Procedures, Records, and Forms – BPPM Revision Memo 266

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BPPM Revision Memorandum

September 6, 2005

TO:	Manual Users
FROM:	Ralph Jenks, Director
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Two Hundred Sixty-Six

This BPPM revision includes the following changes:

Selecting Faculty and Administrative Professional Personnel 60.11

This revision updates the section as follows:

An appointing authority approved by the President makes the official offer for an administrative professional (AP) position. A designee does not make official offers.

HRS provides offer letter templates to the hiring department upon request.

The department must submit the original letters of reference or telephone reference notes for the hired candidate to HRS.

All-University Records Retention Schedule: Accounting/Fiscal Records 90.01.15-20

This revision updates the following records series:

Budget Statement
Information Technology Computing Invoice
Communications and Network Services Billing Report and Usage Report
(formerly titled Information Technology Billing Report and Usage Report)

The records series titled Telecommunications Service Request is removed from the Accounting/Fiscal Records table.

All-University Records Retention Schedule: Purchasing Records Used Campus-Wide 90.01.41-43

The records series titled Telecommunications Service Request is added and updated.

Return to the Policies and Procedures Manuals home page.

Procedures, Records, and Forms – BPPM Revision Memo 267

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BPPM Revision Memorandum

October 5, 2005

TO:	Manual Users
FROM:	Ralph Jenks, Director
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Two Hundred Sixty-Seven

This BPPM revision includes the following changes:

Leave Report for Faculty and Administrative Professional Employees 60.63

Overtime-exempt faculty and administrative professional employees may enter either a social security number or a WSU ID number when completing the Leave Report.

HRS, rather than the department, requests leave information from former state employers for new employees with previous state of Washington employment.

Buying Meals or Light Refreshments for Meetings 70.31

This revision permits University monies to be used to support University events that are part of an official employee recognition program approved by the University and HRS.

Release of Personnel Records 90.07

This revision updates the policy and procedures for employees and organizations to request personnel records. In addition to revising the organization and language, this revision updates the requirements for access to records by non-WSU requesters, in conformance with WAC 357-22-015.

Essential Records Protection 90.15

This new section provides protection guidelines for records considered to be essential for the continued operation of an office or department after a disaster or emergency. An agency essential records program is required by RCW 40.10.

Travel Rates 95.19

Effective September 15, 2005, the mileage reimbursement rate increased from $.405 per mile to $.485 per mile, in accordance with OFM regulations.

Return to the Policies and Procedures Manuals home page.

Procedures, Records, and Forms – BPPM Revision Memo 268

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BPPM Revision Memorandum

October 27, 2005

TO:	Manual Users
FROM:	Ralph Jenks, Director
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Two Hundred Sixty-Eight

This BPPM revision includes the following changes:

Use of Washington State University Name and Trademarks 35.10

This revision updates the requirements for use of University trademarks, in accordance with the University trademark policy. The changes include:

Trademark definitions
Commercial use definitions and restrictions
Activities exempt from licensing
Product and Art Approval Committee responsibilities
Compliance and criminal penalties
Trademark protection for University programs

Cost Determination Guidelines 40.09

This revision provides additional material from OMB Circular A-21.

Cellular Telephones 85.45

This revision provides advice regarding the personal use of University cell phones and encourages departments to use state contracts when available. University departments are to monitor cell phone usage.

All-University Records Retention Schedule: Sponsored Project Records 90.01.48-49

This revision updates the following records series:

Cost Sharing Effort Inquiry Request (WSU 1288)
Sponsored Project Allocation Notice

All-University Records Retention Schedule: Student Records 90.01.50-52

This revision adds the following records series to the All-University Records Retention Schedule:

Course History Files
Official Academic Records System (OARS)--Enrollment Data
Official Academic Records System (OARS)--Student Data

Note to users who maintain paper copies of the BPPM: Because we added a page to the PDF version of the retention schedule for Student Records, the page number of the subsequent retention schedule for Travel Forms Used Campus-Wide is changed to 90.01.53.

Travel Rates 95.19

Effective October 1, 2005, the high cost meal rates in the continental U.S. are increased, in accordance with OFM regulations.

Return to the Policies and Procedures Manuals home page.

Procedures, Records, and Forms – BPPM Revision Memo 269

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BPPM Revision Memorandum

November 7, 2005

TO:	Manual Users
FROM:	Ralph Jenks, Director
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Two Hundred Sixty-Nine

This BPPM revision includes the following changes:

Addressing Pullman Mail 80.19

This revision updates the information concerning street directions as indicated in the Pullman address system.

Mailing Services 80.20

The WSU Spokane, WSU Tri-Cities, and WSU Vancouver campuses each have a mailing services department. This revision adds an overview of mail services for these campuses to the existing discussion of mailing services at WSU Pullman and provides mail pickup, delivery, and preparation procedures.

Interdepartmental Mail 80.21

This revision adds an overview of interdepartmental mail services for the WSU Spokane, WSU Tri-Cities, and WSU Vancouver campuses. Mailing and shipping procedures for heavy or bulky items are also updated for all four campuses.

Incoming U.S. Mail 80.22

This revision adds contact information for the WSU Spokane, WSU Tri-Cities, and WSU Vancouver mail services departments and updates the WSU Pullman Mailing Services contact information. Procedures for handling unidentifiable addresses and personal mail are also updated.

Forwarding Mail 80.23

This revision updates the guidelines for forwarding employee mail.

Outgoing Mail 80.24

Many of the procedures for preparing outgoing mail are updated in this revision.

Addressing Foreign Mail 80.25

This revision updates the requirements for processing foreign mail, in accordance with U.S. Postal Service Customs regulations.

Return to the Policies and Procedures Manuals home page.

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BPPM Revision Memorandum

December 6, 2005

TO:	Manual Users
FROM:	Ralph Jenks, Director
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Two Hundred Seventy

This BPPM revision includes the following changes:

Layoff--Civil Service Employees 60.37

This revision clarifies the definition of comparable position.

Overtime-Eligible Employees 60.59

This section is moved from 60.58 to 60.59.

This revision updates the requirements and overtime compensation for overtime-eligible faculty, administrative professional, civil service, and collective bargaining unit employees.

Return to the Policies and Procedures Manuals home page.

Procedures and Forms – BPPM Revision Memo 240

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BPPM Revision Memorandum

January 20, 2004

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Two Hundred Forty

This BPPM revision includes the following changes:

Departmental Payroll Processing 55.22

This revision updates the retention procedures for the Payroll Expenditure Audit Report (PEAR).

Departments access the PEARs from the Department Payroll Processing Application (DEPTPAY), which is a secured application within the HEPPS Administrative Information System. (See 85.33 for HEPPS access information.)

Departments which retain PEARs in digital format must select the Document file type and the PEAR data with comments record format from within the DEPTPAY to satisfy audit requirements.

Release of Student Education Records 90.06

Questions regarding the disclosure of student education records are to be directed to the Student Records Officer in the Registrar's Office, instead of the Public Records Officer in Business Affairs.

Return to the Policies and Procedures Manuals home page.

Procedures and Forms – BPPM Revision Memo 241

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BPPM Revision Memorandum

February 25, 2004

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Two Hundred Forty-One

This BPPM revision includes the following changes:

Form: Tuition Fee Waiver Request 60.70.6-7
Form: Tuition Fee Waiver Request for WSU Vancouver 60.70.8-9

These form revisions clarify the instructions for course exceptions.

Table: WSU Extension Offices Calendar Year 2004 Holiday Schedule 60.76.3-4

This revision updates the WSU Extension Holiday Schedule.

Travel Rates 95.19

The Office of Financial Management (OFM) and the federal government increased the following vehicle reimbursement rates:

Motor vehicles: From $ .345 per mile to $ .375 per mile.
Private aircraft: From $ .88 per direct air mile to $ .995 per direct air mile.
Motor cycles: From $ .26 per mile to $ .285 per mile.

Return to the Policies and Procedures Manuals home page.

40.35_Completing_the_Effort_Certification_Report.htm

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http://www.wsu.edu/~forms/HTML/BPPM/40_Sponsored_Agreements/40.35_Completing_the_Effort_Certification_Report.htm

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Procedures and Forms – BPPM Revision Memo 242

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BPPM Revision Memorandum

March 11, 2004

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Two Hundred Forty-Two

This BPPM revision includes the following changes:

Effort Certification System Overview 40.34

All applicable employees report and certify effort once each semester. This revision describes how effort is collected for departmental administration.

Completing the Effort Certification Report 40.35

Sponsored Programs Services has updated the instructions for collecting effort devoted to departmental administration.

Cost Sharing Effort 40.36

This revision provides instructions for reporting cost-shared effort for those employees not receiving Effort Certification Reports.

Acquiring a Photocopier 70.27

Purchasing Services has updated the procedures and forms for acquiring photocopiers.

Return to the Policies and Procedures Manuals home page.

40.34_Effort_Certification_System_Overview.htm

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http://www.wsu.edu/~forms/HTML/BPPM/40_Sponsored_Agreements/40.34_Effort_Certification_System_Overview.htm

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Procedures and Forms – BPPM Revision Memo 243

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BPPM Revision Memorandum

March 23, 2004

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Two Hundred Forty-Three

This BPPM revision includes the following changes:

Hazardous Conditions Pay 60.28

The salary premium for hazardous conditions is increased from $.35 to $1.00 per hour.

The following change applies to each of the sections listed below:

Signatures or approvals must be applied personally by the indicated individuals. Facsimile or substitute signatures, e.g., signature stamps, are not acceptable.

Time Report for Overtime-Eligible Employees 60.60
Reporting Daily Activity for Temporary Employees 60.61
Leave Report for Excepted Work Period Classified Staff 60.62
Leave Report for Faculty and Administrative/Professional Employees 60.63

Return to the Policies and Procedures Manuals home page.

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Procedures and Forms – BPPM Revision Memo 244

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BPPM Revision Memorandum

May 27, 2004

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Two Hundred Forty-Four

This BPPM revision includes the following changes:

Sale or Transfer of Surplus Equipment 20.80

Surplus Stores does not buy surplus equipment from departments, but departments may transfer surplus equipment to Surplus Stores for disposal or consignment sale. This revision also updates the procedures for departments to sell surplus equipment to other departments.

Cash Handling 30.53

This revision updates the departmental responsibilities for safeguarding monies collected for sales and services.

Tuition Waivers--Fall and Spring Semesters 60.70

HRS does not begin signing Tuition Fee Waiver Requests until one week prior to the start of the semester.

This change is noted in the WSU Fee Waiver Program instructions on the second pages of both the Tuition Fee Waiver Request, 60.70.6-7, and the Tuition Fee Waiver Request for WSU Vancouver, 60.70.8-9.

Summer Educational Benefits 60.73

HRS does not begin signing Summer Educational Benefit Requests until one week prior to the start of the summer semester.

This instruction is also added to the Summer Educational Benefit Request, 60.73.5.

Name Changes and Name Coding Conventions 90.75

Payroll Services has updated the procedures for requesting a change of name.

Return to the Policies and Procedures Manuals home page.

Procedures and Forms – BPPM Revision Memo 245

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BPPM Revision Memorandum

June 16, 2004

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Two Hundred Forty-Five

This BPPM revision includes the following changes:

Special Course Fees 30.95

University Receivables has updated the Special Course Fee Request form, 30.95.6, and the completion instructions.

Solicitation 50.21

In addition to contacts by telephone, solicitation contacts include contacts made by facsimile machine, e-mail, or any other means of contacting WSU staff, faculty, or students.

Return to the Policies and Procedures Manuals home page.

Procedures and Forms – BPPM Revision Memo 246

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BPPM Revision Memorandum

July 1, 2004

TO:	Manual Users
FROM:	Ralph Jenks, Director
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Two Hundred Forty-Six

This BPPM revision includes the following changes:

Internal Rule-Making Procedures 10.35

This revision updates the procedures for University departments to propose changes to the Washington Administrative Code rules which apply to WSU (WAC Title 504).

Responsibility for this section has been moved from Business Affairs to the Office of Procedures and Forms.

Release of Personnel Records 90.07

This revision updates the policy and procedures for employees and organizations to request personnel records. The revision also updates discussion of which University offices may be contacted and what types of personnel records these offices distribute upon request.

Responsibility for public records is moved from Business Affairs to the Office of Procedures and Forms.

Return to the Policies and Procedures Manuals home page.

Procedures and Forms – BPPM Revision Memo 247

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BPPM Revision Memorandum

July 23, 2004

TO:	Manual Users
FROM:	Ralph Jenks, Director
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Two Hundred Forty-Seven

This BPPM revision includes the following changes:

Personnel Action 60.25

This revision updates the list of tenure areas.

All-University Records Retention Schedule: Safety Records 90.01.45-47

The following records series are added to the All-University Records Retention Schedules:

Passenger Van Driver Statements (WSU 1426, 1427)
Passenger Van Driver Statements--Van Drivers Who Drive Minors (WSU 1426, 1427)

All-University Records Retention Schedule: Student Records 90.01.50-51

The following records series are added to the All-University Records Retention Schedules:

Student Data Warehouse
Student Data Warehouse Reports

Form: Vehicle Release Authorization 95.35.14

A PDF version of the Vehicle Release Authorization is now available in the BPPM. When current supplies are exhausted, Central Stores will no longer distribute paper copies of the form.

Return to the Policies and Procedures Manuals home page.

40.09_Cost_Determination_Guidelines.htm

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BPPM Revision Memorandum

October 5, 2004

TO:	Manual Users
FROM:	Ralph Jenks, Director
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Two Hundred Forty-Eight

This BPPM revision includes the following changes:

Fiscal Responsibilities for Grants and Contracts 40.01

This new section outlines individual and specific departmental responsibilities for administering grant and contract funds awarded to the University, in accordance with OGRD Memorandum 20.

Cost Determination Guidelines 40.09

This new section provides guidelines for the treatment of direct and facilities and administrative (F&A) costs, in order to comply with federal and University rules and agreements.

Form: Key Assignment Record 50.25.6

This form is revised to update the following:

Fields for entering address information,
Costs for rekeying locks and key replacement, and
Consequences of failure to return a key or failure to pay for key replacement.

Form: Public Records Request 90.05.6

The requester must certify that the information obtained as a result of the request for public records will not be used to compile a list of individuals for commercial purposes, in accordance with RCW 42.17.260(9).

Motor Pool Rates 95.36

The Motor Pool has expanded the passenger van class and added a pickup class to the list of daily and long-term rental vehicles.

Return to the Policies and Procedures Manuals home page.

40.01_Fiscal_Responsibilities_for_Grants_and_Contracts.htm

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70.42_Tax_Exemption_Certification.htm

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Machinery and equipment costing in excess of $2,500 which are purchased for University research and development activities may qualify for exemption of state sales and use tax. (RCW 82.08.02565) This state statute is known as the Machinery and Equipment Tax Exemption or the M&E Exemption.

The M&E Exemption applies to:

Qualified equipment;

Allowable parts for qualified equipment; and

Allowable labor and services rendered for qualified equipment.

NOTE: For purposes of this section, machinery and equipment will be referred to as equipment.

See below for qualified equipment criteria.

REQUESTING TAX EXEMPTION

The department is to attach a completed Tax Exemption Certification form for each qualifying equipment item to the Department Requisition submitted to Purchasing Services. See 70.10. Complete and/or print the PDF master on 70.42.4 to obtain copies of the certification form.

NOTE: Tax exemptions cannot be taken on equipment, parts, or services purchased with Department Orders or purchasing cards.

Signatures

The following personnel must sign the form to certify that the equipment and its applied use meet the mandatory and usage criteria, as indicated:

Principal investigator or departmental researcher,

Director or chair, and

Dean or chancellor.

The dean or chancellor may delegate authority to sign Tax Exemption Certifications to other departmental personnel by sending a memorandum to the Director of Business Services/Controller.

The signatures must be applied personally by the indicated individuals. Facsimile or substitute signatures, e.g., signature stamps, are not acceptable. A printed or typed name and title must follow each signature.

Penalties

Penalties for fraud and tax evasion, if assessed, are charged back to the department.

QUALIFYING CRITERIA

In order to qualify for tax exemption, the equipment must meet the mandatory and usage criteria described below.

Mandatory Criteria

The equipment must meet all of the following criteria.

Equipment

The equipment:

Must cost in excess of $2,500;

Must have a useful life of more than one year;

Is not a consumable item, i.e., a good or supply used in departmental operations;

Is not a hand-powered tool; and

If a building fixture, must be integral to research and development activity.

Prohibited Use

The equipment must not be directly used for the following purposes:

Adaptation or duplication of existing products not substantially improved by application of technology;

Surveys and studies;

Social science and humanities research;

Market research or testing;

Quality control;

Sale promotion or service;

Development of computer software for internal department use;

Research in areas such as improved style, taste, and seasonal design.

Usage Criteria

The equipment must meet one or more of the following description criteria and one or more of the following applied use criteria.

Description Criteria

The goods and/or services to be certified as tax exempt must be described as one or more of the following:

Equipment to be directly used more than 50 percent of the time in a research and development operation.

Equipment to be directly used more than 50 percent of the time in testing operations.

Equipment to be directly used more than 50 percent of the time in an approved manufacturing operation where more than half of the sales are to an outside vendor (e.g., cheese manufacturing).

Labor and services rendered to install, repair, clean, alter, or improve qualified equipment.

Parts that increase productivity, improve efficiency, or extend useful life of qualified equipment.

Applied Use Criteria

In order for the applied use of the equipment to qualify as research and development, the item must be used for one or more of the following purposes:

Activities performed to discover technological information, and technical and nonroutine activities concerned with translating technological information into new or improved products, processes, techniques, formulas, inventions, or software.

Exploration of a new use for an existing drug, device, or biological product if the new use requires separate licensing by the Federal Food and Drug Administration under 21CFR, as amended.

See the PDF master form:
70.42.4: Tax Exemption Certification
Complete and/or print as needed

30.58_Returned_Checks–Prevention_and_Processing.htm

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FINANCE
30.58
Revised 10-04
Controller's Office
335-2024 RESPONSIBILITY

Any University department that accepts checks payable to WSU is responsible for following check processing procedures described in this section. These procedures are intended to minimize the possibility of returned and/or unpaid checks.

APPROVAL PROCEDURE

Positive Identification

Require that each check writer provide positive identification. The following identification documents are acceptable:

For Staff/Faculty/Students

A valid WSU identification document with visible photograph and signature (e.g., driver's license) and a valid staff or student identification card.

For Non-WSU Personnel

A valid identification document with visible photograph and signature (e.g., driver's license) and one credit card or check guarantee card.

ID Processing

Compare the document signature with the check signature and compare the photograph with the appearance of the check writer.

On the front of the check write the identifying number of each piece of identification.

The WSU employee who accepts the check enters his or her initials in the upper-right corner of the check front.

ENDORSING CHECKS

Checks are to be endorsed when received.

The endorsement should clearly indicate the department or organization name and specify that the check is "For Deposit Only."

The endorsement must be legible. Controller's Office personnel must be able to determine the origin of the check.

Departments which regularly accept checks are required to use an endorsement stamp. The endorsement should include the following:

Department name, and

The phrase, "For deposit only to any account of Washington State University."

RETURNED CHECKS

Banks redeposit returned checks once. If the check is returned to a bank again, the bank sends the returned check to the Controller's Office for initial handling.

The Controller's Office routes the check to Accounts Receivable or the endorsing department for collection. Generally, it is more efficient for Accounts Receivable to collect bad checks.

The Controller's Office sends a copy of the Receipt Coding Form to the endorsing department. The Receipt Coding Form charges the check amount to a departmental account.

Accounts Receivable sends a monthly bad check report to departments using Accounts Receivable's collection process.

Department Procedures

If the department attempts to collect the bad check, departmental personnel contact the check writer. The department informs the check writer that he or she owes WSU the amount of the check plus a $30.00 returned check fee. The amount due must be paid to WSU in cash, cashier's check or money order within two weeks of the contact date (or date of the contact letter).

After the check amount and the returned check fee are recovered, the endorsing department deposits the cash at the Cashier's Window of the Controller's Office. See deposit procedures in 30.53. On the cash deposit report, code the deposit (source/subsource) 420-91 "NSF Collected." The $30 return check fee should be coded (source/subsource) 405-10 "NSF Check Fee." The check and the returned check fee should both be deposited in the same account (program/budget/project).

Procedures and Forms – BPPM Revision Memo 249

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BPPM Revision Memorandum

October 18, 2004

TO:	Manual Users
FROM:	Ralph Jenks, Director
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Two Hundred Forty-Nine

This BPPM revision includes the following changes:

Internal Audits 30.12

Internal Audit has changed the routing of audit reports.

Returned Checks--Prevention and Processing 30.58

This revision increases the returned check fee from $15 to $30.

Special Course Fees for Computer Laboratories 30.96

University Receivables has updated the information concerning limits on special course fees.

Volunteers 60.81

Departments are to report volunteer activity on a monthly, rather than quarterly, basis. Benefit Services has changed the name of the reporting form from Volunteer Quarterly Report to Volunteer Monthly Report. A PDF version of the form is available on 60.81.7. NOTE: Effective October 20, 2004, an automated template of the form will be available from the Procedures and Forms FileMaker Pro website.

Benefit Services has also updated the recordkeeping requirements and the procedures for monthly reporting of volunteer activity.

Relocation Expenses 70.30

This section is moved to 70.61: Employee Household Moves. See below.

Taxable Relocation Expenses 70.34

This section is moved to 70.62: Taxable Relocation Expenses. See below.

Tax Exemption Certification 70.42

Machinery and equipment purchased for University research and development activities may qualify for exemption of state sales and use tax. This new section provides procedures for determination and certification of equipment and machinery items qualify for tax exempt status.

Relocation Expense Overview 70.60

This new section summarizes all available options for payment of expenses and reimbursements related to relocating new or transferring employees.

Employee Household Moves 70.61

This revision incorporates material from section 70.30 (which is moved to this section, 70.61) and integrates the information with related sections 70.60 and 70.62.

Taxable Relocation Expenses 70.62

This revision includes a revised Relocation Expense Request form (see 70.62.4) and instructions for payment of a relocation allowance from state funds. The section number is changed to 70.62 from 70.34.

Telephone/Network Installation and Repair 85.39

Information Technology Services has updated the procedures for departments to request telephone and network service changes and repairs. This revision includes links and instructions for accessing the new ITS Communications and Network Services online service request system.

The PDF form, Telecommunications Service Request (85.39.7), is removed.

Remote Internet Access Service 85.40

This revision updates the procedures for users to request remote Internet access service, obtain information, and view billing reports through the ITS Communications and Network Services website.

The PDF form, Remote Internet Access Service Request (85.40.3), is removed.

Toll Call Authorization 85.41

Information Technology Services has updated the procedures for users to request long-distance telephone services, obtain assistance, and view billing reports through the ITS Communications and Network Services website.

The PDF form, Toll Call Authorization (85.41.3), is removed.

Communications and Network Services Charge Detail and Summary Reports 85.42

The name of this section is changed from Telecommunications Billing Detail and Summary Reports.

This revision updates the review procedures and examples of the monthly charge detail and summary reports that ITS provides for departments through the ITS Communications and Network Services website.

Telephone Dialing Procedures 85.44

Five-digit telephone numbers for WSU ICN Yakima and Yakima Community College are added to the on-campus and intercampus calling list.

Travel Payments From Third Parties 95.16

This revision includes the following changes to this section:

Removes a prohibition against the third party directly reimbursing the traveler.

Adds a reference to the Faculty Manual policy on honoraria.

Provides a procedure for payment of an honorarium to a traveler if the third-party payment is made to the University.

Travel Expense Voucher 95.20

This revision provides procedures and adds a form for employees to request direct bank deposits of travel reimbursements. The form may also be used to request direct deposit of accounts payable reimbursements. See 95.20.23.

Return to the Policies and Procedures Manuals home page.

Procedures and Forms – BPPM Revision Memo 250

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BPPM Revision Memorandum

November 2, 2004

TO:	Manual Users
FROM:	Ralph Jenks, Director
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Two Hundred Fifty

This BPPM revision includes the following changes:

Time Report for Overtime-Eligible Employees 60.60

A PDF version of the Time Report form is added to this section. See 60.60.29.

Transportation 95.07

When a flight to or from a point outside the continental U.S. is over 14 hours long, not including domestic layover time, business class (premium class other than first class) air fare may be permitted, in accordance with OFM regulations.

Travel Services no longer issues Transportation Requests (TRs) for bus ticket purchases.

Travel Rates 95.19

Effective October 1, 2004, the maximum non-high cost lodging rate in the continental U.S. is increased from $55 per night to $60 per night, in accordance with OFM regulations.

Privately-Owned, Rented, or Chartered Aircraft 95.30

Departments may use a Department Order to obtain an aircraft charter when the cost is $2500 or less.

Return to the Policies and Procedures Manuals home page.

Procedures and Forms – BPPM Revision Memo 251

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BPPM Revision Memorandum

December 2, 2004

TO:	Manual Users
FROM:	Ralph Jenks, Director
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Two Hundred Fifty-One

This BPPM revision includes the following changes:

Departmental Payroll Processing 55.22

This revision clarifies the PEAR retention procedures. For retention and audit purposes, the department must retain either a paper copy or a digital copy of the PEAR data with comments record format in the Document file type.

Buying Meals or Light Refreshments for Meetings 70.31

This revision provides procedures for employees to request direct bank deposits of food expense reimbursements.

University Travel Charge Card 95.03

The name of this section is changed from State Travel Charge Card. (Update links to the HTML version of this section as needed.)

This revision expands the discussion of the requirements, responsibilities, and procedures for the request and use of the University travel charge card.

Travel Authority 95.05

This revision includes the following changes:

State travel charge cards are now called University travel charge cards.

The Travel Authority form on 95.05.9 is updated to reflect an increase in the limit for a domestic speaker fee from $2500 to $3000.

Speaker Travel and Speaker Fees 95.25

The fee guideline for speaker fees (honoraria) is raised from $2500 to $3000.

Return to the Policies and Procedures Manuals home page.

40.36_Cost_Sharing_Effort.htm

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http://www.wsu.edu/~forms/HTML/BPPM/40_Sponsored_Agreements/40.36_Cost_Sharing_Effort.htm

If you are not redirected within 5 seconds, click the hyperlink above.

Please update your bookmarks.

Procedures and Forms – BPPM Revision Memo 252

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BPPM Revision Memorandum

December 21, 2004

TO:	Manual Users
FROM:	Ralph Jenks, Director
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Two Hundred Fifty-Two

This BPPM revision includes the following changes:

Cost Sharing Effort 40.36

This revision updates the procedures for providing cost sharing information to Sponsored Programs Services (SPS).

Managing Central Travel Accounts 95.04

Responsibility for Central Travel Accounts is moved entirely to Travel Services. Purchasing Services no longer handles this program.

Rental Cars 95.12

This revision clarifies the procedure for renting cars under state contract from Enterprise Rent-A-Car or other rental firms.

Motor Pool 95.35

This revision adds a definition of and procedures for requesting special purpose vehicles. Such vehicles may be rented on a long-term basis upon approval by Motor Pool.

Return to the Policies and Procedures Manuals home page.

Procedures and Forms – BPPM Revision Memo 224

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BPPM Revision Memorandum

February 14, 2003

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Two Hundred Twenty-Four

Posted on January 06,2014 by jeremy.bass

NEIGHBORHOOD VEHICLES

A neighborhood vehicle is defined as a self-propelled, electronic, diesel, or gasoline powered four-wheeled vehicle that is capable of attaining a speed of, but not greater than, 25 miles per hour. Such a vehicle must conform to federal regulations for low speed vehicles (see 49 CFR 571.500) and be compliant with state requirements for registration and license plates (see RCW 46.16A.030).

Washington State University allows the use of certain approved neighborhood vehicles, limited to streets on the University campuses. Use of these vehicles off campus is strictly prohibited.

Neighborhood vehicle models used on University streets must be approved in advance by the applicable campus motor pool department, the applicable campus public safety department, Risk Management, and/or Purchasing Services. Motor Pool coordinates this approval process at WSU Pullman.

Non-Pullman locations are responsible for choosing the types, styles, and maintenance of vehicles used at the locations.

Equipment

Each approved vehicle is to be equipped with the following:

Legal tires;

Head lamps;

Stop lights;

Front and rear turn signals;

Reflex reflectors (items which emit no light, but instead reflect incident light back toward the light source, e.g., another car's headlights);

A horn;

Windshield wipers;

Backup lights;

Exterior mirrors mounted on both sides;

An interior mirror;

A parking brake;

A windshield conforming to 49 CFR 571.205;

A vehicle identification number (VIN) that conforms to 49 CFR 565;

Seat belt assemblies conforming to 49 CFR 571.209;

A flashing strobe light on the cab; and

A back up warning device.

Purchase, Rental, and/or Maintenance

Purchasing Services and the applicable campus motor pool department are responsible for the following:

Purchasing or overseeing the rental of any neighborhood vehicles for use at the applicable campus.

NOTE: University departments or organizations other than motor pool departments are not permitted to purchase neighborhood vehicles.

Making the vehicles available to University departments or agencies for rent on a daily or long-term basis.

WSU Pullman

Motor Pool is the responsible neighborhood vehicle purchasing department at WSU Pullman. In addition to the functions listed above, Motor Pool is responsible for performing all required maintenance and inspections of neighborhood vehicles used at the Pullman campus.

WSU Motor Pool has a limited number of approved neighborhood vehicles for daily and long-term rental at the Pullman campus. See the Motor Pool website for scheduling and rental rates at:

http://facops.wsu.edu/motorpool.asp

Motor Pool pays for all repairs to daily and long-term WSU rental plan vehicles at the Pullman campus. See 95.35.

Non-Pullman Locations

Non-Pullman units may contact Purchasing Services and the applicable campus motor pool department regarding rental of neighborhood vehicles. See also 95.35.

Non-Pullman locations are responsible for determining the types of vehicles used at the campuses and the applicable approval authorities.

Non-Pullman locations use local vendors to perform required maintenance and inspections of neighborhood vehicles, unless appropriately classified vehicle maintenance staff are qualified and available to perform repairs and service. Non-Pullman departments must obtain recommendations from Motor Pool for participating state contract tire vendors.

The applicable campus motor vehicle department pays for all repairs to daily and long-term WSU rental plan vehicles. See 95.35.

Driver Restrictions

Drivers may not operate neighborhood vehicles on sidewalks. All restrictions regarding vehicular access to pedestrian malls apply equally to neighborhood vehicles unless the campus public safety and parking services departments grant special permission to the drivers.

Each driver must possess a valid driver's license to operate a neighborhood vehicle.

80.90_Parking_Permits_Available_to_WSU_Pullman_Departments.htm

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SERVICES
80.90
New 8-08
Parking and Transportation Services
335-7275

Employees commonly purchase personal permits to park on campus. However, departmental personnel may occasionally need to use personal vehicles for University business, e.g., meetings, training, servicing equipment, running department errands.

Personal Use

State employees may not use a departmental parking permit for personal benefit or gain or for the benefit or gain of other individuals or outside organizations. Personal benefit or gain may include use of a departmental permit solely for personal convenience, or a use to avoid personal expense. (WAC 292-110-010)

Costs related to an employee's use of a personal vehicle to travel between home and work, including annual parking permit fees, are considered to be a personal obligation of the employee.

DEPARTMENTAL PERMITS

Personnel may use and display departmental permits with or without displaying personal WSU parking permits. Parking and Transportation Services offers several types of departmental permits.

To purchase parking permits, the department submits an approved Interdepartmental Requisition and Invoice (IRI) to Parking and Transportation Services. See 70.05 regarding IRI procedures.

Valid Parking Areas

Departmental permits are valid in the following areas at the WSU Pullman campus:

Any parking meter space (Stated maximum meter use times do not apply to departmental permits.)

Any Green, Yellow, Red, Blue, Crimson, or Gray parking zone space (except those labeled "Reserved")

Smith Center Garage

Library Garage

Daggy Garage

Fine Arts Garage (when the entrance gates are up)

Service and mall service areas

Recreation parking lots

Types of Permits

Departments may choose from the following permit options:

Departmental In-Car Parking Meter

The in-car parking meter is a prepaid digital permit device, which looks like a digital clock and is about the size of a cellular telephone. Departments must pay a deposit (refundable upon return) for each device and may purchase permit time as needed at the established hourly rate.

The user activates the in-car parking meter according to the directions provided with the meter. The permit is valid in all of the areas listed above for the length of the prepaid permit time.

Department personnel must go to the Parking and Transportation Services office to pick up or refill each in-car parking meter.

Departmental Scratch Permits

A department may purchase one or more single-use scratch permits in advance which may be used one time for a one-hour or two-hour time period at the established rate.

Scratch permits are valid in all of the areas listed above.

Departments may purchase scratch permits at the Parking and Transportation Services office.

OTHER OPTIONS

Service and Mall Service Permits

Upon request, Parking and Transportation Services issues service and mall service permits to departments or individuals who need 15-minute access to these areas. Service and mall service permits are available free of charge. However, each user must display the service permit along with a valid WSU parking permit. (WAC 504-15-580)

There are two types of service and mall service permits: indicator decals and hanging permits.

Service and Mall Service Indicator Decals

An indicator decal is a small permit which is affixed directly to the user's personal annual parking permit.

Indicator decals are issued as either service permit indicators or mall service indicators. Indicator decal permits provide access to service areas for a maximum of 15 minutes.

Service and Mall Service Hanging Permits

A hanging permit is issued to a department and may be shared by multiple departmental employees. Usually one person in the department is responsible for securing the hanging permit. Employees check out the permit as needed.

Hanging permits provide access to service and mall service areas for either a maximum of 15 minutes or a maximum of 30 minutes.

Commute Trip Reduction

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PDF link

OVERVIEW

The Commute Trip Reduction (CTR) Law seeks to identify and establish commute alternatives that could reduce employee single-occupant vehicle use. Reducing single occupant vehicle use in turn will:

Improve air quality,

Reduce traffic congestion, and

Reduce the consumption of petroleum fuels.

The law was adopted by the state legislature and incorporated into the Washington Clean Air Act in 1991 as RCW 70.94.521-551.

Major employers in all Washington counties with populations of over 150,000 are required to establish and implement CTR programs. (RCW 70.94.527) The WSU Spokane campus coordinates a CTR program with Spokane County. See below.

The WSU Pullman, WSU Tri-Cities, and WSU Vancouver campuses are not required to establish CTR programs. However, University administrators at WSU Pullman, WSU Tri-Cities, and WSU Vancouver have decided to voluntarily participate in CTR goals.

CAMPUS CTR PROGRAMS

WSU Pullman

The WSU Pullman CTR program provides information and access to available transportation alternatives which meet the needs and goals of the program, as presented in this section.

Goals of CTR Program

The goals of the WSU Pullman CTR program are to:

Reduce traffic congestion.

Reduce air pollution.

Reduce demand for parking on campus.

Encourage a healthy life style by walking and/or biking.

Educate employees concerning benefits of CTR program.

Program Elements

The WSU Pullman CTR program includes the following elements:

Prepaid, subsidized transit for employees and students. Under this program element, all employees and students are allowed to use local transit systems by simply showing their CougarCard. This element is considered a de minimus nontaxable benefit under IRS, Section a32(f)(2)(A).

A carpool email list and carpool newsgroup is available at the WSU Parking and Transportation website. To view the website, go to:

http://www.wsu.edu/parking/

Select Transportation Alternatives.

WSU Van Pool program. Contact the Motor Pool for information; telephone 335-9086.

Emergency Ride Home program. See 80.87.

Telework program. See 60.34.

Bicycle/walking trails. Trails are marked on the Campus Parking Map available at the WSU Parking and Transportation web site. To view the website, go to:

http://www.wsu.edu/parking/

Select Parking Map.

CTR Committee

The University Parking and Transportation Task Force (UPTTF) serves as the WSU Pullman CTR Committee.

Duties

Along with other duties, the UPTTF works with the CTR Coordinator to accomplish the goals of the WSU Pullman CTR program.

The committee and the CTR Coordinator are responsible for tracking the use and funding of transportation alternatives. See also below.

CTR Coordinator

The Director of Parking, Transportation, and Visitor Center is the WSU Pullman CTR Coordinator.

Duties

The WSU Pullman CTR Coordinator is WSU Pullman's primary contact person with the Washington Department of General Administration for the development and implementation of the WSU Pullman CTR program.

The CTR Coordinator is the liaison to the WSU Pullman CTR Committee.

The WSU Pullman CTR Coordinator and the WSU Pullman CTR Committee are responsible for tracking the use and funding of transportation alternatives. See also below.

Employee Transportation Coordinator

The CTR Coordinator designates the Employee Transportation Coordinator.

Duties

The Employee Transportation Coordinator:

Manages WSU Pullman's CTR Program with the CTR Coordinator.

Distributes CTR information through electronic, print, and other forms of media.

Reports worksite information to CTR Coordinator.

Encourages employees to contact the Employee Transportation Coordinator for more information concerning the CTR program.

CTR Cost Tracking

The CTR Coordinator and the CTR Committee are responsible for tracking the use and funding of transportation alternatives.

State regulations allow WSU to use public funds to financially assist University-approved incentives for CTR. (RCW 43.01.230) The University must use such funds prudently and effectively. Under the WSU Pullman CTR program, no employee receives funds.

WSU Spokane

Parking Operations and Transportation Services at WSU Spokane works with Eastern Washington University, the Spokane Intercollegiate Research and Technology Institute (SIRTI,) and Spokane County to coordinate the Spokane County CTR Program as it applies to the WSU Spokane Riverpoint campus.

For more information, contact WSU Spokane Parking Services; telephone 509-368-6999; or see the WSU Spokane Parking Services website at:

http://www.spokane.wsu.edu/aboutWSUSpokane/Visiting/Parking/Alternatives.html

CTR Program Elements

The WSU Spokane CTR program includes the following elements:

Reduction in parking fees through daily participation

Guaranteed ride home

Spokane Transportation Authority (STA) vanpool program

Carpool partners program

Employee Transportation Coordinator

The Parking Supervisor is the WSU Spokane Employee Transportation Coordinator (ETC).

The WSU Spokane ETC:

Serves as the point of contact between the Spokane County CTR Office and the WSU Spokane Riverpoint campus to implement, promote, and administer the CTR program.

Serves as the point of contact between the Spokane County CTR Office and the WSU Spokane Riverpoint campus to track and report WSU Spokane's progress in meeting CTR requirements.

Supervises the CTR Committee.

CTR Committee

Volunteer employees of WSU Spokane, Eastern Washington University (EWU), and SIRTI serve as the EWU/WSU Riverpoint Commute Trip Reduction (CTR) Committee.

The EWU/WSU Riverpoint Commute Trip Reduction (CTR) Committee works to promote transportation alternatives through web pages, written materials, promotional drawings, promotional recycling services, annual craft fairs, and annual gatherings.

WSU Tri-Cities

While not required to comply with CTR, WSU Tri-Cities works on a voluntary basis to implement a CTR program. Contact the WSU Tri-Cities Business Office for more information; telephone 509-372-7261.

WSU Vancouver

While not required to comply with CTR, the Office of Finance and Operations works on a voluntary basis with Clark County to coordinate a CTR Program for the WSU Vancouver campus. Contact WSU Vancouver Finance and Operations for more information; telephone 360-546-9590.

80.87_Emergency_Ride_Home.htm

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SERVICES
80.87
Revised 2-06
Facilities Operations
335-9000 PDF link

POLICY

In order to promote alternatives to commuting in single-occupant vehicles, the University supports the Emergency Ride Home (ERH) program. This program provides assurance of a ride in an emergency for those who use alternative commute methods.

Costs

The Emergency Ride Home is free to an eligible and approved employee. The costs are supported by the employee's department. The employee's department either directly pays the transportation vendor or reimburses the employee for transportation costs of the ERH.

Eligibility

The ERH program is available to all WSU employees, i.e., faculty, administrative professional, classified, assistants, and temporary employees who use approved alternative commute methods defined below.

Emergency Criteria

An emergency requiring an Emergency Ride Home may exist when:

An employee becomes ill.

An employee family member becomes ill.

The regular car pool or van pool driver has an emergency, leaving the other riders without a ride home.

The employee is required to work beyond his or her normally scheduled shift without prior notice of at least one work period. The need must be documented by the supervisor.

Alternative Commute Modes

The alternative commute mode must result in the elimination of at least one vehicle trip. The employee must travel at least fifty percent of the way using the alternative commute mode.

An employee using any of the following transportation methods from home to the work site on the day of the emergency is eligible to request an Emergency Ride Home under provisions of this section:

A car pool which includes two or more employees sharing the ride. To be a car pool there must be two or more employees sharing the ride.

A van pool which includes seven to fifteen people who travel together to the work site.

Traveling to the work site by bicycle or public transit.

Walking to the work site.

PROHIBITED USES

The Emergency Ride Home program is to be used for the purposes stated above and not for the following:

Prescheduled appointments.

Prescheduled overtime.

Business purposes not included in this section, but provided for by the SAAM or other sections of the BPPM.

Personal errands.

Trips to the hospital or doctor's office that should be completed in an ambulance due to the condition of the patient.

Acts of nature or work site disruptions that affect the work force in general.

Working late when the supervisor has provided notice during the previous work period.

To provide rides for nonstate employees.

PROCEDURE

Supervisor's Approval

The employee notifies the supervisor as soon as possible after the need for the ERH becomes apparent. The supervisor provides verbal approval for the ERH if it meets criteria described in this section. The supervisor also approves the alternative commute mode used for the ERH. Within one working day of the employee's request, the supervisor prepares an explanatory memorandum for the employee's personnel file. The memorandum includes the following information:

Date and time of ERH.

Name of employee.

Name and title of approving supervisor.

Description of the emergency that required the ERH.

The commute mode used.

Hours and type of leave taken by the employee.

Copies of the memorandum are provided to the employee and placed in the employee's departmental personnel file.

Accounting for Time

The employee accounts for time away from work on the applicable Time or Leave Report. See leave and time reporting procedures for various employee types in Chapter 60.

Transportation Options

The following transportation options are available to an employee requiring an ERH, subject to the supervisor's approval.

Public Transportation

The employee may use public transportation. The employee pays the vendor and seeks reimbursement from the department using confirming purchase procedures. See 70.20.

University-Owned Vehicle

The employee may use a Motor Pool or departmental vehicle. Use of a University vehicle is contingent upon vehicle availability. The usage may not interfere with University business.

The employee's supervisor or administrator determines the employee's fitness to drive. If the employee is not fit to drive a coworker may provide the ride (see below) or the employee may take public transportation or a taxi (see above).

An employee using a Motor Pool vehicle must complete all requirements for the use of the vehicle. At WSU Pullman, the employee submits an approved Vehicle Release Authorization to Motor Pool to obtain a vehicle. See 95.35. At other WSU locations, the employee follows established procedures to obtain a Motor Pool vehicle.

A departmental vehicle may be used for an ERH. In such cases, the department directly supports vehicle costs of the ERH.

Taxi

The employee may use a taxi. The employee pays the vendor and seeks reimbursement from the department using confirming purchase procedures. See 70.20.

Ride from a Coworker

A coworker may drive his or her own car or a state car to provide a ride for the employee.

If the coworker drives his or her own car, he or she may submit a claim for reimbursement at the prevailing privately-owned vehicle mileage rate. See 95.19. The claim is submitted to the Travel Office on a Travel Expense Voucher. See 95.20. In such cases, the driver's own insurance is primary in the event of an accident. The driver is on official state business while providing a ride for an employee requiring an ERH.

Route of ERH

Trips in a University-owned vehicle or taxi may originate at the employee's work location and end at the employee's home or other designated location, e.g., hospital. Any stops enroute must be approved by the supervisor and documented in the supervisor's memorandum described above. The supervisor grants permission for stopping enroute only when necessitated by the particular emergency.

Penalties

Supervisors are responsible for monitoring the appropriate use of ERH. Supervisors take appropriate disciplinary action if employees make unauthorized or inappropriate use of this program. Disciplinary action can include termination of ERH privileges.

80.85_Energy_Conservation.htm

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POLICY

WSU Facilities Operations coordinates the energy conservation program.

The program is designed to:

Make efficient use of existing systems,

Conserve University resources,

Protect the environment, and

Follow state and federal energy conservation recommendations and guidelines.

Procedure

Telephone Facilities Operations for assistance, information, or recommendations regarding energy conservation.

GUIDELINES

Department Administrators

Departmental administrators including department chairs, managers, and other staff are responsible for energy used within their units including:

Implementing energy conservation measures.

Coordinating with Facilities Operations systems maintenance personnel.

Grouping night classes to minimize the number of buildings open at night.

WSU Employees

All WSU employees have a responsibility for energy conservation.

Turn off any unnecessary lights.

Turn off fans, coffee pots and other small electric appliances when not in use.

Use only electric space heaters authorized by Facilities Operations. Do not leave turned-on electrical heaters unattended. See SPPM S60.73.

Note: Portable electric space heaters consume inordinate amounts of electrical energy, may overload electrical systems, and are a serious fire hazard.

Facilities Operations

Systems maintenance personnel analyze and modify heating, air conditioning and electrical systems in University buildings.

Set heating thermostats to maintain an average interior temperature of 70-72 degrees Fahrenheit during the winter.

Set cooling thermostats in air conditioned buildings to maintain an average interior temperature of 76-78 degrees Fahrenheit during the summer.

Set water heating thermostats for hot water used in washrooms and similar areas to deliver 110 degrees Fahrenheit water to the point of use.

Maintain lighting levels at 50 to 70 foot-candles in offices, classrooms, and similar general-use areas, and at 5 to 10 foot-candles in corridors and similar areas.

Schedule equipment operations, such as heating and ventilating systems, to meet building requirements.

Schedule outside lighting needed for visibility and safety.

80.58_Funding_Departmental_and_Research_Project_Equipment_Maintenance.htm

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When equipment is purchased and installed primarily to support a research project, grant, or specific departmental use, the project or department is responsible for:

Costs of equipment maintenance, and

Costs for any required facility modification.

Departments are advised to consult with Facilities Operations regarding facility needs prior to purchase or grant submittal.

Funding

Departments are encouraged to ensure that each grant and contract request includes funding to adequately cover installation and all maintenance costs for research project equipment during the period of the research project.

At the completion of the research project and/or grant, the department finances the ongoing maintenance costs of the equipment, places the equipment in storage, or removes the equipment from the building.

For equipment purchased by departmental funds, the department finances ongoing maintenance for the life of the equipment.

The research project or department assumes responsibility for ensuring that funds are available to cover such costs.

Maintenance

Facilities Operations provides maintenance support for departmentally-funded equipment on a recharge basis.

With the department's approval, Facilities Operations establishes a preventive maintenance schedule which is based on the equipment manufacturer's specifications.

Facilities Operations bills departments for maintenance services performed on department/research project equipment.

Recharge Billing

The requisitioning department requests the establishment of a blanket requisition by issuing an Interdepartmental Requisition and Invoice (IRI) to Facilities Operations. See 70.06 and 70.05.

The blanket IRI is charged against the research project or department account code.

Equipment Number

Facilities Operations assigns an equipment number to each piece of equipment identified on the blanket IRI. Each equipment number will be associated with the costs for all maintenance performed on that equipment by Facilities Operations for the department/research project.

Tracking Costs

The department views maintenance charges for a department/ research project account by accessing budget statement information available through the BALANCES application in the Administrative Information System (AIS). See 85.33 and 30.07.

Maintenance charges for equipment funded by a department/ research project are listed by the assigned equipment number.

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MAILING SERVICES DEPARTMENTS

University mailing services departments deliver mail between departments on each of the campuses, e.g., Pullman, Spokane, Tri-Cities, and Vancouver.

WSU Pullman

Mailing Services, WSU Pullman, is located in the Cooper Publications Building on Grimes Way; telephone 335-2104.

For more information, see the WSU Pullman Mailing Services website at:

http://publishing.wsu.edu/mailing-services/

WSU Spokane

Mail Services, WSU Spokane, is located in the South Campus Facility (formerly called the F.O. Berg Building) at 412 E. Trent Avenue, next to the Bookie; telephone 509-368-6995.

WSU Tri-Cities

The Copy and Mail Distribution Center, WSU Tri-Cities, is located in West Building, Room 127; telephone 509-372-7273.

WSU Vancouver

Plant Services Shipping and Receiving is located in the Mailroom, Plant Services Building; telephone 360-546-9708.

For information concerning all WSU Vancouver mail services, see Plant Services' WSU Vancouver Mailroom website at:

http://inside.vancouver.wsu.edu/

COURIER SERVICE

See 80.18 for courier service to and from the WSU Pullman campus and other WSU campuses and locations.

ADDRESSING

Items addressed by the sending department are delivered by University mailing services at no charge.

Indicate the addressee's full name and mail code on each piece of interdepartmental mail.

Individual Mail Codes

Refer to the University Directory or online in Employee Workplace (WRKPLACE) within the mainframe HEPPS AIS application. See 85.33 for more information about accessing HEPPS and AIS.

Department Mail Codes

Refer to the University Directory or the mainframe WSU Organizational Unit Inquiry (WSUORG) AIS application. See 10.05 for more information about WSUORG.

To WSU Pullman

Items sent by courier to WSU Pullman must be addressed to the individual's or department's building and room number or four-digit mail code. See 80.18.

Courier mail to WSU Pullman which does not contain this address information is subject to return to the originating campus or center.

ENVELOPES

WSU personnel use the special manila interdepartmental mail envelopes to send most interdepartmental mail.

Mail intended for interdepartmental delivery which is prepared in a regular envelope should be inserted into an interdepartmental envelope. This will expedite delivery and prevent the mail from being inadvertently metered and routed as U.S. Mail.

Sealing Envelopes

Do not seal, staple, tape, or close interdepartmental mail envelopes in a manner that causes the envelope to be torn when opened.

Envelope Supplies

Two sizes of interdepartmental envelopes are available from University Stores at no charge. Specify the item number for the desired size:

Small envelopes (5"x11.5") Item number 3194

Large envelopes (10"x13") Item number 3193

Do not stockpile envelopes. Return excess supplies of interdepartmental envelopes to University Stores; mail code 7100.

MASS MAILINGS

Allowable Organizations

WSU Pullman Mailing Services provides mass distribution for mailings from:

University departments.

University-affiliated organizations if the organization maintains a Faculty/Student/Alumni Account or other account through the Controller's Office.

Professional organizations if:

A WSU employee is a member or officer, and

The stated purpose of the organization is related to the employee's official University duties, and

The mailing is of residual value or benefit to the University.

Mailing Services does not provide mass distribution for mailings from organizations other than those listed above.

Service Charges

WSU Pullman Mailing Services charges for mass distribution services. Costs vary, depending upon the number of employees or departments selected. Mailing Services provides cost estimates upon request.

Full Pitch Mail

WSU Pullman Mailing Services leaves enough unaddressed mail items at each mail stop to permit distribution to each unit employee.

Departmental Pitch Mail

WSU Pullman Mailing Services will leave one or more (up to 10) unaddressed mail items at each mail stop, according to senders' request.

Mailing List Distribution

WSU Pullman Mailing Services delivers items to specified categories of employees.

Mailing Services addresses each mail item.

Administrative List

Mailing Services uses the Administrative List to generate mailings to deans, chairs, and other administrators. The Administrative List is available online from the Mailing Services website at:

http://publishing.wsu.edu/mailing-services/

Departmental Secretary

Departments may request delivery of mass mailings to "Departmental Secretary" at WSU departmental mail codes.

Selection Options for Employees

All Nonhourly Employees

WSU Pullman Mailing Services can address and deliver/send mass mailings to all nonhourly employees. This group includes employees who receive mail via Mailing Services delivery (using mail code) and employees who receive mail via U.S. Postal Service delivery. Faculty, administrative/professional, classified staff, salaried student employees, adjunct faculty, and affiliated staff are included in such mailings.

Targeted Group

Departments can select targeted groups of nonhourly employees for mailings. A targeted group of employees may be selected using one or a combination of the following possibilities.

Employment Type

Faculty
Adjunct faculty
Administrative/professional staff
Classified staff
Graduate assistant
Undergraduate assistant
Affiliated staff (counterpart of adjunct faculty)

Location

WSU Pullman
Urban campus
Other sites by city

Employee Role, Faculty

Courtesy only (adjunct faculty)
Administrative
Research
Student Affairs
Librarian
Extension
Resident instructional, permanent
Resident instructional, temporary

Employee Role, Student

Graduate research assistant
Graduate teaching assistant
Graduate staff assistant
Undergraduate research assistant
Undergraduate teaching assistant
Undergraduate staff assistant

Special Functions

Graduate faculty
Organization unit head

Gender

Female
Male

Organizational Area

Instruction (Honors Program, Academic Development Program, General Education)
Student Affairs
Agriculture, Human, and Natural Resource Sciences
Engineering & Architecture
Nursing
Sciences
Liberal Arts
Veterinary Medicine
Business & Economics
Education
Pharmacy
Research & Graduate School
Libraries
Extended University Services
International Programs
Finance and Administration
University Affairs
Extension
Other WSU organization
Other (those not affiliated with a WSU organization)

HEAVY OR BULKY ITEMS

If a department intends to send an item weighing 20 pounds or more, the department should notify the appropriate mailing or shipping services office in advance so that the carrier can bring appropriate equipment for the pickup.

WSU Pullman

Items Weighing 20 to 70 Pounds

For items weighing 20 to 70 pounds, Pullman campus departments may notify Mailing Services online at:

http://publishing.wsu.edu/onlineforms/renderer.aspx?FormID=4

or by calling 335-2104.

Items Weighing More Than 70 Pounds

For items weighing more than 70 pounds, Pullman campus departments call Central Receiving; telephone 335-5575.

WSU Spokane

WSU Spokane departments may notify Mail Services of large or heavy items weighing 20 pounds or more; telephone 509-368-6995.

WSU Tri-Cities

WSU Tri-Cities departments may notify the Copy and Mail Distribution Center of large or heavy items weighing 20 pounds or more; telephone 509-372-7273.

WSU Vancouver

WSU Vancouver departments may notify Plant Services Shipping and Receiving of large or heavy items weighing 20 pounds or more; telephone 360-546-9708.

PERSONAL TASKS

University mailing services departments do not process personal mail or perform personal tasks, e.g., checking out or returning library books.

80.13_Academic_Media_Services.htm

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The Academic Media Services (AMS) section of Information Technology Services provides videoconferencing, general University classroom, and media-related services to users. Contact telephone numbers are as follows:

Equipment services, telephone 335-7336.

General University classroom and video support customer assistance, telephone 335-4535.

Videoconference academic course scheduling, telephone 335-6518.

Videoconference meeting scheduling, telephone 335-6519.

Videoconference technical support, telephone 335-6575.

Use in Catalog Courses

AMS provides the following services for academic-related activities at no charge:

Facilities, training, and support for interactive videoconferencing and videostreaming,

Training and support for technology in general University classrooms at the Pullman campus, and

Media equipment and workstations for use in WSU catalog and distance courses.

Other Uses

AMS rents media equipment and provides services related to interactive videoconferencing when facilities and equipment are not being utilized for scheduled catalog courses or other University priorities. AMS rents to both WSU and non-WSU users.

AMS provides published rental/service rates to users upon request. Rates for interactive videoconferencing are available by telephone request.

Late Fees

AMS charges a late fee if a user fails to return equipment at the agreed time. All users are subject to late fees. Late fees are based upon regular daily rental rates.

Equipment Operators

AMS employs trained media equipment technicians and facilities which are available for non-academic use for media presentations and interactive videoconferencing. AMS charges hourly rates for on-campus and off-campus services for non-academic-related activities. AMS technicians and facilities are available to both WSU and non-WSU users.

Video Services

Academic Media Services (AMS) provides the following media services:

Interactive videoconferencing services, training, and support.

Closed-circuit video distribution services to general University classrooms at Pullman.

Video production services, including videotaping and/or videostreaming for classes and special events.

Media workstations for editing of video and audio at the Pullman campus.

Scheduling and support of videoconference facilities used for the delivery of academic courses to WSU sites statewide, K-20 sites within Washington, and at institutions in other states and nations.

Scheduling and facilitation of meetings and events that utilize videoconferencing technology.

Bridging services for multipoint video connections.

Videotape editing and duplication at the Pullman campus. (Self-serve)

International video signal transfers and conversions at the Pullman campus. (Self-serve)

Training for users regarding equipment, facilities, and media presentations utilizing AMS equipment.

Telephone 335-4535 for additional information regarding classroom services.

80.00_Contents.htm

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Section Title	Number	Pages	Issue Date
Printing Services	80.05	1-5	10-09
Bookstore Services	80.10	1-2	05-11
Academic Media Services	80.13	1-2	02-07
Shipping Services	80.15	1-8	05-11
Courier Services	80.18	1-3	02-06
Addressing Pullman Mail	80.19	1-2	11-05
Mailing Services	80.20	1-3	05-11
Indepartmental Mail	80.21	1-5	11-05
Incoming U.S. Mail	80.22	1-2	11-05
Forwarding Mail	80.23	1-2	11-05
Outgoing Mail	80.24	1-16	12-10
Addressing Foreign Mail	80.25	1-4	11-05
Incoming Freight	80.27	1-2	08-07
Freight Discount Contracts	80.28	1-3	12-08
Requesting Facilities Operations Services	80.45	1-6	03-10
Moving Services at WSU Pullman	80.48	1	01-10
Minor Construction, Renovation, Remodeling, and Demolition	80.56	1-2	05-06
Funding Departmental and Research Project Equipment Maintenance	80.58	1-2	12-06
Recycling	80.80	1-3	10-09
Energy Conservation	80.85	1-2	04-06
Commute Trip Reduction	80.86	1-4	04-06
Emergency Ride Home	80.87	1-4	02-06
Parking Permits Available to WSU Pullman Departments	80.90	1-2	08-08
Neighborhood Vehicles	80.92	1-2	07-13
The page numbers listed for each section refer to the PDF version of the manual. The issue date refers to the latest revision date for the section.

85.48_Data_Warehouse_Access.htm

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OVERVIEW

A data warehouse stores data which is extracted from mainframe operational applications and made available for ad hoc queries and scheduled reporting. The organization of data in the data warehouse differs from data found in the operational applications in the following ways:

Relevant data is clustered together for easy access.

Several copies of the data from various points in time are kept together. These copies are referred to as historical snapshots.

Data placed into the data warehouse is not updated. However, the historical snapshots are periodically refreshed with data from the operational applications.

University Data Warehouses

The University maintains two data warehouses, the Financial Data Warehouse and the Student Data Warehouse.

Financial Data Warehouse

The Financial Data Warehouse consists of:

Accounting data,

Employment data,

Purchasing data, and

Related supporting data.

The Executive Director, Finance and Administration is the data custodian for the Financial Data Warehouse.

Student Data Warehouse

The Student Data Warehouse consists of:

Demographic information about students,

Courses in which students are enrolled,

Enrollment statistics for each course section, and

Related supporting data.

The Senior Associate Registrar is the data custodian for the Student Data Warehouse.

Additional Information

For more information, select the Student Data or Financial Data links from the Information Technology Services (ITS) Data Warehouse website at:

http://infotech.wsu.edu/datawarehouse/

Security

The data warehouses provide access to sensitive University data. Administrators are to exercise discretion when authorizing employee access to University data. University employees with a demonstrated "need-to-know" may access online information. Administrators are responsible for ensuring that authorized employees are aware of data security requirements.

Release of Data

Data is released in accordance with regulations in 90.05, 90.06, and 90.07.

Training

Training for the data warehouses is provided through Human Resource Services. See 60.71.

ACCESS TO DATA WAREHOUSES

Departments must complete the following steps in order to obtain approval for specified departmental personnel to access the data warehouses:

Purchase a license for the necessary query and reporting tool software through ITS. For more information, see the ITS Data Warehouse Query and Reporting Tools website at:

http://infotech.wsu.edu/datawarehouse/qrtools.html

ITS charges departments an annual relicensing and maintenance fee for the query and reporting tool software.

Obtain a Network ID for each employee requesting access to a data warehouse. See 85.37.

Complete a Data Warehouse Access Request for each employee requesting access to a data warehouse. To obtain the form and routing instructions, see 85.48.4.

The request must be approved by the department chair or director and the department dean or vice president.

Submit the completed and approved access request to the data custodian for the Financial Data Warehouse and/or the data custodian for the Student Data Warehouse.

After the applicable data custodian approves the employee's access, ITS sends the employee a data warehouse user ID, a temporary password, and the software installation instructions.

Download and install the software.

Privacy Training

Each employee receiving access to the Student Data Warehouse must complete the online student records privacy training before access is given. To access the online training, select the FERPA Test link on the Registrar's Office Network website at:

http://www.ronet.wsu.edu/

Employees must take FERPA training every three years to be current and eligible for access to student systems.

Terminating or Transferring Access

Departments are responsible for notifying the ITS Helpdesk to remove an employee's data warehouse access authorization when the employee terminates employment with the department; telephone 335-4357 (335-HELP).

Departments must purchase a software license for each computer that is to be used to access the data warehouses. ITS may transfer use of a specific software license to a new employee if that employee is assigned to use the department computer on which the access software is currently installed.

The department must submit a completed and approved Data Warehouse Access Request for the replacing employee. The data custodian must approve the replacing employee's access prior to use of the data warehouse.

See the PDF form:
85.48.4: Data Warehouse Access Request
Complete and/or print as needed.

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(Effective October 1, 2007)

Obtain their own service, and either

Obtain their own cell phones, or

Make arrangements to obtain ownership of the University phones previously used.

If a department elects not to continue supporting University-supported cell phone service for an employee, the existing service is to be cancelled and the device is to be processed as surplus equipment in accordance with BPPM 20.76.

Transferring Existing Equipment

For employees continuing to carry phones for the convenience of the employer there may be an initial cost to the employee to retain a University-purchased phone based on the initial cost of the phone, the age of the phone, and resulting depreciation of the phone. The department should retain adequate documentation to support the disposition of the device.

Initial Cost	Age	Employee Acquisition Cost
Less than $100	Less than 6 Months	50% of initial purchase price
Less than $100	More than 6 Months	0%
More than $100 and Less than $200	Less than 1 Year	50%
More than $100 and Less than $200	More than 1 Year	0%
More than $200	Less than 1 Year	50%
More than $200	More than 1 Year and Less than 2 Years	25%
More than $200	More than 2 Years	0%

Transferring Plans

If the employee already has a plan, the procedures for transferring a WSU Sprint-Nextel Corporate Business Plan to a personal account for cellular services are as follows.

Employees have three options:

Remain with Sprint-Nextel and transfer to the Employee Value Program (EVP),

Transfer to another provider (i.e.; Verizon, AT&T, etc.), or

Terminate the WSU Sprint-Nextel account.

If an account is being transferred, the employee may keep the cellular phone number with the approval of the department.

It is the responsibility of the employee or department to contact the service provider for service options and costs.

The transition time period is expected to be accomplished within six months of October 1, 2007.

Transfer to Sprint Employee Value Program

If the department is transferring WSU Sprint-Nextel cellular service to the Employee Value Program:

The department fills out a request to terminate service using the online service request forms at:

http://infotech.wsu.edu/communications/.

Select Service Request Forms. After entering Network ID, select the Sprint-Terminate Service form.

Indicate on the form a desire to transfer to the Sprint Employee Value Program.

Download the Application for Transfer of Service form.

Complete customer's portion of the Application for Transfer of Service form and fax the form to Information Technology Communication and Network Services (CNS) at 509-335-5525, Attn: Shona Sorensen.

CNS completes the transferee's portion of the form and faxes the completed form to Sprint-Nextel. CNS notifies the customer that the form has been sent.

Once the customer receives notification, the customer contacts Sprint-Nextel Corporate Support; telephone 888-788-4727 for preapproval. Preapproval constitutes a credit check and is required for new customers. For some customers, a one-year deposit may be required to set up an account.

The transfer process may take up to two or three billing cycles to become effective in Sprint's billing system.

Transfer to an Alternate Provider

If the department is transferring a WSU Sprint-Nextel cellular number to an alternate provider:

The department fills out a request to transfer service using the online service request forms at:

http://infotech.wsu.edu/communications/.

Select Service Request Forms. After entering Network ID, select the Sprint-Terminate Service form.

Select Transfer to Alternate Cellular Provider and enter the alternate cellular provider's name. Enter the employee's departmental fax number in the comments field. Also enter a contact name and telephone number of the alternate cellular provider in the comments field.

CNS completes the transferee portion of the Application for Transfer of Service form and faxes the partially completed form to the employee's department.

The department completes the customer portion of the Application for Transfer of Service form and forwards the form to the alternate provider.

CNS sends billing information to the alternate cellular provider, completing the transfer.

Terminate WSU Sprint-Nextel Account

If the department is terminating a WSU Sprint-Nextel account.

The department fills out a request to terminate service using the online service request forms at:

http://infotech.wsu.edu/communications/.

Select Service Request Forms. After entering Network ID, select the Sprint-Terminate Service form.

Select Terminate Sprint Service.

CNS sends a request to terminate service to Sprint-Nextel.

Note: Sprint's billing cycle ends on the 28th of each month. CNS stops departmental billing, effective the end of the current month if the request is processed prior to the 28th. If the request is processed on or after the 28th, the billing stops the last day of the next month.

85.45_Cellular_Telephones.htm

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POLICY

The use of cellular telephones can offer convenience and efficiency for University employees having legitimate business needs for this technology.

When official business cannot be accommodated by the use of a landline telephone, pager, or other communication device, use of a cellular telephone may be required to perform University business functions. In such circumstances, department administrators and supervisors determine the business cellular communication needs of employees.

If an employee is required to carry a cellular telephone in order to perform his or her duties, the employee obtains University approval to purchase a personal cellular access plan and a cellular telephone. The employee receives a cellular telephone allowance based on the estimated business use. The allowance is processed and paid through Payroll Services. For tax year 2012, the allowance is not taxable income. Approved limits are indicated below under "Allowance."

Applicability

Devices

This policy applies to wireless devices used for voice communication. Wireless devices used for text, data, or e-mail communication are not addressed by this policy unless they are also used for voice communication.

Noneligible Employees

Effective February 1, 2012, the following types of employees are not eligible to receive allowances for cellular telephone devices or services under this policy:

Employee having an annual salary greater than or equal to $100,000

NOTE: An employee's annual salary is determined by multiplying his or her full-time monthly rate by the term (months per year) of his or her appointment (e.g., 9.0, 10.0, or 12.0).

Overtime-eligible civil service employees.

Overtime-eligible administrative professional employees.

Temporary hourly employees (student and nonstudent).

Bargaining Unit Employees

Bargaining unit employees refer to the applicable collective bargaining agreement regarding cellular telephone allowance eligibility.

Months Not Worked

Employees who are employed on less than annual appointments are not eligible to receive the allowance for months not worked.

Allowance

The allowance must be justified by business requirements. See below and 55.70 for instructions for establishing an allowance.

Not an Entitlement

The University does not consider the allowance for a communication device and plan to be an entitlement of employment by the University. The telephone allowance is not part of an employee's base salary, and may be changed and/or withdrawn by the University at any time.

Based Upon Job Functions

The University allowance for a cellular telephone communication plan is not based on a particular title or position. Approval to obtain and use a cellular telephone is based on actual job requirements of a faculty or staff member.

EXAMPLE: An individual with a "computer administrator" title who is overtime exempt might perform his or her work entirely in the field and/or might be on call after hours. Such an employee could require a cellular telephone in order to complete job-related functions.

Department administrators and supervisors are responsible for determining and approving the appropriate allowance amount. The determination should include the appropriate number of plan minutes, long-distance calling options, data plans, and other plan features that are required for the performance of the employee's job responsibilities.

Monthly Allowance

Effective February 1, 2012, allowance amounts for service plans may be selected in one dollar increments from $10 to $100 per month. The department and the employee negotiate the allowance based upon anticipated business use, but in no event may the monthly allowance exceed $100. After there is a documented history of use, historical patterns are considered when determining the amount of the allowance.

Device Allowance

In addition to the monthly allowance for the service plan, the department and the employee may negotiate an allowance to pay for the device. The department may provide an allowance for part or all of a device for an individual based upon estimated business usage. The cost of telephone features not required for business use are the responsibility of the employee. If the employee desires a more expensive device for personal reasons the additional cost is also the responsibility of the employee. The department may provide an allowance for a new device no more frequently than once every two years.

APPROVAL

A University allowance for the purchase of personally-owned services must be directly linked to the employee's official duties and responsibilities. Department needs dictate the type of plan, equipment, and level of service required. Purchase of equipment or reimbursement for the costs of cellular telephone calls require the approval of the department chair or equivalent official. If the cellular telephone is used by a chair or higher official, the official's supervisor provides approval.

Departments are responsible for determining the budgetary impact and whether or not an employee's job requires the use of cellular service.

Approval Documentation

The employee, chair/director, and supervisor sign a completed Mobile Communications Services Agreement form that includes:

Justification for the business need for a cellular telephone,

A description of departmental requirements for the telephone and service plan obtained by the employee, and

A description of departmental requirements for availability and use of the telephone, e.g., requirements for on-call use.

A PDF template of the Mobile Communications Services Agreement is available on 85.45.8.

Sponsored Projects

The University receives reimbursement for telephone costs through the facilities and administrative costing process; see 40.25. As such, direct charging for telephone costs is a rare occurrence.

Any costs of cellular telephones and/or services which are to be direct charges to a sponsored project must be specifically included in the budget proposal and approved by the sponsor. If not included in the budget, approval must be obtained from the sponsor by submitting a request through the Office of Grant and Research Development.

Plan Selection

The employee is responsible for the selection of and enrollment in an appropriate communication service plan. The plan must, at minimum, address the requirements identified by the supervisor and approved by the department administrator.

The employee may select service from any vendor whose service meets the approved requirements of the employee's job responsibilities. Employees should, when possible, purchase cellular service plans that are available from approved vendors participating in University, state, or regional contracts. In most cases, contracted discounts are available to employees. However, the employee discount amounts may vary, depending on the vendor. The WSU Information Technology Services (ITS) Communications and Network Services website provides recommended service plans as well as contact information for an ITS mobile communication device specialist. Access the website at:

http://infotech.wsu.edu/communications/

Notwithstanding the above paragraph, an employee may purchase any communication device or service plan that meets the departmental requirements specified by the supervisor and department administrator, regardless of price. However, the employee is responsible for any additional expenses above the University allowance approved by the department.

Department Notification

An employee receiving a University allowance for cellular service must provide his or her department with the telephone number of the communication device as soon as possible, and in no event later than five working days after activation.

Employee Responsibility

The employee is personally responsible for complying with any contract entered into with a communication service provider, including payment of all expenses incurred, e.g., long distance, roaming fees, and taxes. In the event that an employee leaves the position, he or she continues to be responsible for the contractual obligations of the cellular service plan.

Because the telephone is owned by the employee, it may be used for personal as well as business use, but must be available for the performance of responsibilities. In general, this means that the telephone must be in possession of the employee and turned on during times and circumstances specified on the approved Mobile Communications Services Agreement form.

Inactivation/Theft

An employee receiving a University allowance toward the purchase of a cellular device or service must notify his or her department chair or director as soon as possible and in no case more than five working days after inactivation of the communication service or loss or theft of the communication device.

User Pays for Costs

Calls Made on Missing Device

The assigned user is responsible for costs related to unofficial calls made while the telephone is missing.

Ending or Changing Contract

If, prior to the end of the cellular telephone contract, a personal decision by the employee, employee misconduct, or misuse of the telephone results in the need to end or change the cellular telephone contract, the employee bears the cost of any fees associated with that change or cancellation.

EXAMPLE: The employee quits, and no longer wants to retain the current cellular telephone contract for personal purposes. The employee is responsible for the resulting costs.

In extenuating circumstances a department chair or director may choose to waive this requirement.

Device is Lost or Destroyed

The employee is expected to take reasonable care of the cellular device. If an employee's required cellular device is lost or destroyed through the employee's negligence, the employee may be required to replace it at his or her expense at the supervisor's discretion. If the device is lost or destroyed due to a malicious, willful, or intentional act by the employee, the University pays no amount towards the purchase of a new telephone.

University Pays for Costs

If, prior to the end of the cellular telephone contract period, a University decision unrelated to employee misconduct results in the need to end or change the cellular telephone contract, the University bears the cost of any fees associated with change or cancellation.

EXAMPLE: The employee's supervisor changes the employee's duties and the cellular telephone is no longer required for University purposes. If the employee does not wish to retain the current contract, change or cancellation fees are reimbursed to the employee by the University.

REVIEW

It is the department administrator's responsibility to review cellular telephone needs in his or her department at least annually in order to determine whether monthly allowance amounts should be maintained, changed, or discontinued.

The employee must provide, when requested by his or her supervisor, a monthly bill that includes total taxes and fees paid by the employee for the service. The employee is to indicate on the bill which calls are business related in order for the supervisor to assess the amount of business and personal use. If the monthly bills do not support the amount of the allowance, the supervisor may adjust or discontinue the allowance. An employee who believes that the single month submitted does not adequately reflect average use may submit additional monthly statements, also highlighting all business calls.

Changes to Allowance Amounts

When changes to allowance amounts are required, the department immediately processes a revised Mobile Communications Services Agreement form. Under Explanation the department indicates that the requested action is a revision to an existing allowance. The department must also immediately end the current monthly allowance appointment in the Temporary Employment System (TEMPS) and add a new appointment for the new monthly allowance amount. See 55.70.

DEPARTMENTAL WIRELESS DEVICES

Telephones

Departments may obtain a cellular telephone and service plan for departmental use when the telephone is not specifically assigned to an individual. Use of these telephones is restricted to University business use only. Personal use of departmental cellular telephones is prohibited. Assignment of departmental cellular telephones requires prior approval of the responsible vice president.

The department maintains a record of all calls, incoming and outgoing, documenting individuals contacted and the University purpose of each call.

Because the telephones are used for University communication only, the department is responsible for the cost and contract obligations of the service plan. Such telephones remain the property of the University and must be immediately surrendered to the department upon request of the departmental administrator. Departmental service is immediately terminated upon cessation of the department need.

"Push-to-Talk" Devices

University departments may elect to purchase and provide "push-to-talk" mobile devices to faculty and staff. This applies to applications where specialized push-to-talk functionality can be restricted to University communications. The devices by nature and function must be restricted to University business.

RECORDS RETENTION

Employee Owned

For employee-owned devices and plans, copies of the receipts, bills, or other valid evidence of purchase and use, are retained by the department for six years after the end of the current fiscal year. The approval/agreement forms are kept for six years after the termination of the agreement. See 90.01. Users of cellular telephones should be aware that such records are subject to state of Washington public disclosure statutes. See also 90.05.

Approval forms/agreements, proof of purchase, and other related documentation must be retained for internal or external audit purposes.

Department Owned

For department-owned devices and plans the department retains records of purchase and use in conformance with the All-University Records Retention Schedules. See 90.01. Departments are to maintain records that indicate that departmental cellular telephones are used for official business purposes only.

USE WHILE DRIVING

University drivers are to observe the requirements of any applicable laws or ordinances regarding cellular telephone use while driving.

See the PDF form:
85.45.8: Mobile Communication Services Agreement
Complete and/or print as needed

For assistance with transition to the new system, see the Temporary Cellular Telephone Transistion Guidelines

55.70_Cellular_Telephone_Allowance_Payments.htm

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OVERVIEW

Payments to a WSU employee for approved cellular telephone allowances may include a one-time-only device allowance and monthly service plan allowances.

The amounts of such payments are established in the Mobile Communications Services Agreement between the employee and the department. See 85.45 for cellular telephone policy and agreement procedures.

Service plan allowances are established on a monthly basis in the Mobile Communications Services Agreement. However, service plan allowances are paid on a semi-monthly basis at one-half of the agreed monthly allowance rate.

ESTABLISHING AND CHANGING PAYMENTS (in TEMPS)

Departments are to use the online Temporary Employment System (TEMPS) to establish and change cellular telephone allowance payments.

Approval and Training

To access, enter, and/or approve information in the TEMPS system, employees must attend training and obtain approval from the department appointing authority and Human Resource Services (HRS). Contact HRS for more information; telephone 335-4521.

AUTHORIZING PAYMENTS (in DEPPS or HEPPS)

Departments are to use the online Department Payroll Processing Application (DEPTPAY) to authorize allowance payments. Departmental Payroll Processing is a secured application within the DEPPS and HEPPS Administrative Information Systems.

Approval and Training

To access, enter, and/or approve information in the DEPPS (Departmental Personnel Payroll System) or HEPPS (Higher Education Personnel Payroll System) system, employees must receive approval from the department appointing authority and Business and Finance and attend training with Payroll Services.

See 85.33 for authorization procedures for DEPPS and HEPPS. Route a completed Administrative Information Systems (AIS) Access Request to the Data Administrator in the Office of the Vice President for Business and Finance. NOTE: Most authorized departmental personnel use the DEPPS application to enter data into the University's payroll system. HEPPS access is restricted to employees working in central University offices such as HRS, Payroll Services, and other employees with demonstrated business needs for access to all personnel data.

After receiving notification of access to DEPPS or HEPPS, contact Payroll Services and request a training session for DEPTPAY access. See also 55.22 for Department Payroll Processing procedures.

PROCEDURES

Create Appointment in TEMPS

The department uses the online TEMPS to create appointments to process the cellular telephone allowance payments. The department must create an appointment to process the one-time device allowance payment and a separate appointment to process the semi-monthly service plan allowance payments.

Refer to the TEMPS training handout from HRS and below to add and maintain cellular telephone allowance appointments.

Confidential Information

The Appointment section of the TEMPS contains confidential information. Shred screen prints and related documentation that are no longer needed. See also disposal procedures for confidential records in 90.01.

Appointment Add Screen

Select Add Cell Phone Allowance under the Appointment section of the main TEMPS menu. This function is used to add piece rate appointments into TEMPS for the sole purpose of making cellular telephone allowance payments.

Enter the employee's social security number or WSU ID number and a position number or WSU organization number. Select Continue.

Title Code

The title code 1998 is automatically assigned to an appointment for the payment of cellular phone allowances.

Position Number

The position number 31998 is automatically assigned to an appointment for the payment of cellular telephone allowances.

Piece Rate Basis

Each appointment for cellular telephone allowances establishes payment on a "piece rate" basis.

The TEMPS system automatically enters 1.0 under Hours per Piece for each cellular phone allowance appointment.

Enter the amount of payment under Piece Rate in accordance with the Mobile Communications Services Agreement:

Enter the one-time device allowance amount, or

Enter one-half of the agreed monthly service plan allowance rate. This is the piece rate per pay period for the service plan allowance.

Select "One-Time" or "Pay Cycle" under Occurrence for each appointment.

Appointment Begin and End Dates

For one-time device allowance appointments, enter the begin and end dates for the pay period in which the payment is to be made.

For monthly service plan allowance appointments, enter the begin and end dates for the allowance as specified in the Mobile Communications Services Agreement.

Authorize Payment in DEPPS or HEPPS

Creation of an allowance appointment in TEMPS directs Payroll Services to include the appointment in DEPPS or HEPPS. The department authorizes payment in DEPPS or HEPPS.

The department uses the online Department Payroll Processing Application (DEPTPAY) in DEPPS or HEPPS to authorize the payment of cellular telephone allowances for each pay period. See 55.22.

NOTE: There is no University requirement that the "pieces completed" for an employee receiving cellular telephone allowances be reported on a Daily Activity Report or other similar document. Authorization for the allowances is documented in the Mobile Communications Services Agreement.

Positive Pay Time Entry

In order for an employee to receive an allowance payment for a pay cycle, the department must enter 1.0 under Units Worked on the allowance appointment line on the Positive Pay Time Entry screen in DEPTPAY.

Departmental representatives enter positive pay data twice a month in accordance with the Payroll Documents Schedule.

Department personnel should maintain a system of appointment begin and end dates as a reminder to enter a piece for each active allowance appointment on the Positive Pay Time Entry screen.

Earnings Types

Three earnings types have been added to the payroll system to reflect cellular phone allowance payments. The earnings types are displayed in DEPTPAY:

CPA: Cell Phone Allowance (subject to social security and medicare)

CPN: Cell Phone Allowance (not subject to social security and medicare)

CPF: Cell Phone Allowance (not subject to social security; subject to federal medicare)

This earnings type is used for employees on federal retirement.

Object/Subobject Leave Without Pay (LWOP)

The object 01 and subobject CP are used for cellular telephone allowance payments.

The department does not pay the employee an allowance during periods of leave without pay (LWOP).

If the employee is on LWOP for part of a pay period, the department pays the allowance on a prorated basis. Prorated allowances are entered into Positive Pay as follows:

Number of days paid ÷ number of working days in the pay period = Fraction

Fraction x 1.0 = Units Worked

Example

If five days are paid in eleven total workdays:

5 ÷ 11 = .45 units worked

Payroll Expenditure Audit Report (PEAR) Certification

Prior to each payday, departments are to verify that any cellular telephone payments listed in the online PEAR correspond to approved Mobile Communications Services Agreements.

The department reviewer should monitor the cellular telephone payment beginning and ending dates.

See 55.22 for PEAR certification procedures.

Changing Allowance Appointments in TEMPS

When changes to cellular telephone allowance amounts are required, the department must immediately end the current monthly allowance appointment in TEMPS and add a new appointment to the new monthly allowance amount.

The department must also immediately process a revised Mobile Communications Services Agreement. See 85.45.

Ending Existing Appointment

To end the existing allowance appointment, select End under the Appointment section of the main TEMPS menu. Enter the employee's social security number or WSU ID number and a position number or WSU organization number. Select Continue.

Enter the end date of the existing appointment in accordance with the revised Mobile Communications Services Agreement.

Adding New Appointment

The department follows the procedures above to add the appointment to the new monthly allowance amount.

Enter the beginning and end dates of the new appointment in accordance with the revised Mobile Communications Services Agreement.

Authorizing New Payment Amount in DEPPS or HEPPS

The department follows the procedures above to authorize payment of the monthly allowance at the new monthly rate.

85.43_Requesting_a_Telephone_Directory.htm

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COMPUTING AND TELECOMMUNICATIONS
85.43
Revised 1-11
University Stores
335-4583 PDF link

All departments are responsible for processing their own orders.

Pullman Area Directories

Order the following Pullman area/regional directories from University Stores at no charge. See 70.35.

Frontier Palouse Region, University Stores item #48087

Paradise/Valley: Pullman/Moscow/Lewiston/Clarkston, University Stores item #49918

Local Directories for Out-of-Pullman WSU Units

Contact the local telephone company for the local directory.

Other Directories

WSU Campus Directory

Departments may order the WSU Campus Directory from University Stores, US item #50412. (See 70.35.)

U.S. West Communications Directories

Contact U.S. West Communications to request prices and to order directories from other areas; telephone 800-422-8793. Provide the following information:

Department name

Department telephone number

Department mailing address including the campus mail code

Name of the contact person

Blanket Number B2197 for billing

U.S. West Communications sends directories directly to departments.

Invoice

When the invoice arrives, indicate the department budget code in the body of the invoice, reference Blanket Number B2197, and sign and mail the invoice to the Controller's Office--Accounts Payable, l025.

RECYCLING USED DIRECTORIES

Telephone directories are recyclable paper. For recycling information see 80.80.

80.80_Recycling.htm

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OVERVIEW

Washington State University encourages recycling of waste materials at all campuses in order to conserve energy, recover resources, protect the environment, save on disposal costs, and generate revenue.

WSU seeks to provide an exemplary teaching, research, and outreach environment that fosters the conservation of natural resources, supports and enhances social responsibility, addresses community and economic development, and follows environmental, social, and economic practices. (EPM EP24)

State law requires state agencies to set an example by implementing aggressive waste reduction and recycling programs at agency workplaces and by purchasing products that are made from recycled materials and are recyclable. (RCW 70.95.010)

State law requires state agencies to implement recycling programs at official gatherings and sporting events. (RCW 70.93.093)

WSU Pullman Campus

At the WSU Pullman campus, Facilities Operations Waste Management provides recycling services in addition to other waste management services.

All buildings at the WSU Pullman campus are equipped with efficient and effective recycling options to divert waste.

Waste Management offers special event recycling and waste management at a cost to the department or organization responsible for the event. The fee charged covers the cost of the services provided by Waste Management. For more information, contact Waste Management; telephone 335-4530.

Waste Management is responsible for collection and marketing of all collected commodities on the WSU Pullman campus. For assistance or information regarding recycling services, special events, and programs, contact Waste Management; telephone 335-4530.

Non-Pullman Locations

Non-Pullman WSU locations rely on municipal or commercial centers for recycling services.

WSU Spokane

For information regarding recycling at the WSU Spokane campus, see the Facilities Recycling website at:

http://www.spokane.wsu.edu/services/Facilities/recycling.html

WSU Tri-Cities

For information concerning recycling at the WSU Tri-Cities campus, see the Recycling website at:

http://www.tricity.wsu.edu/recycling/

WSU Vancouver

For information regarding recycling at the WSU Vancouver (WSUV) campus, contact WSUV Facilities Operations; telephone 360-546-9000.

Other Non-Pullman Locations

For information regarding recycling at other non-Pullman locations, contact the department's building manager.

PROCEDURES (WSU PULLMAN)

Nonresidential Building Recycling

In each nonresidential building and at outdoor locations at WSU Pullman, Waste Management collects recyclable materials. For specific program information including lists of recyclable and nonrecyclable materials, see the Waste Management website at:

http://facops.wsu.edu/Recycling/rec_recycling.htm

NOTE: Do not place nonrecyclable materials in recycling containers. Contaminated containers may be discarded as waste.

Confidential Material

Any material containing confidential information must be shredded. See 90.01, 90.05, 90.06, and 90.07 regarding identification and disposition of confidential materials.

Waste Management provides locked bins upon request to gather confidential materials for pickup and shredding. Contact Waste Management for more information, including service costs.

Large Quantities

Contact Waste Management prior to recycling large quantities of office materials. See also 90.01.

Construction Waste

Waste Management manages the removal of recyclable and nonrecyclable materials from University construction projects. This service is available to departments and private contractors working on University projects at the WSU Pullman campus.

Waste Management provides dumpsters, and roll-off containers to gather construction materials for pickup and recycling. For more information, including service costs, see the Waste Management Recycling--Construction Waste Removal website at:

http://facops.wsu.edu/Recycling/rec_construction.html

Used Printer Toner Cartridges

Departments may recycle used printer toner cartridges through University Stores. Follow the Used Printer Toner Cartridge Recycling Program procedures on the University Stores Ordering website at:

https://webapps.wsu.edu/ais/centralstores/tonerrecycling.aspx

University Residence Hall

At each residence hall at WSU Pullman, Waste Management collects recyclable materials. For specific program information including lists of recyclable and nonrecyclable materials, see the Waste Management website at:

http://facops.wsu.edu/Recycling/rec_recycling.htm

University Apartment Building

At each University apartment building at WSU Pullman, Waste Management collects recyclable materials. For specific program information including lists of recyclable and nonrecyclable materials, see the Waste Management website at:

http://facops.wsu.edu/Recycling/rec_recycling.htm

Nonrecyclable Trash

Place nonrecyclable items in trash containers. Nonrecyclable materials are a contaminant in recycling containers. Excessive contamination may cause recyclable materials to be discarded as waste. Nonrecyclable items include:

Plastic bags

Plastic or foil coated paper

Photographs

Items contaminated with food or other substances

Candy bar wrappers

Biodegradable plastics

Tissues and hand towels

Paper clips

Rubber bands

Carbon paper

X-rays

Overhead transparency materials

Microfiche

For a larger list of nonrecyclable items, see the Waste Management Recycling website at:

http://facops.wsu.edu/Recycling/rec_accepteditems.htm

Batteries

Batteries used by WSU departments or employees at work are considered to be regulated hazardous waste and may not be deposited in the trash. Such batteries must be disposed of accordance to the procedures in SPPM 5.66.

85.41_Toll_Call_Authorization.htm

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Long-distance telephone tolls may be charged to appropriate University accounts on the basis of employee authorization codes or calling cards.

NOTE: Individuals may not use University-paid long-distance telephone services for personal telephone calls, even if the cost of the calls is later reimbursed.

Usage Report

Each month, WSU Information Technology Services (ITS) Communications and Network Services (CNS) makes available online reports detailing and summarizing telecommunications expenditures for each budget/project. The report details all toll calls, providing dates, times, destinations, and callers' names. See 85.42.

To view the monthly statements, go to the ITS CNS website at:

https://infotech.wsu.edu/OnlineStmts/Default.aspx

REQUESTING AUTHORIZATION

Administrators may authorize personnel to make toll calls by requesting an authorization code and/or calling card for each person requiring use of toll lines.

Individuals who need to charge calls to more than one account may be assigned a different authorization code and/or calling card for each account.

Request Authorization Code or Calling Card

Use the CNS online order request form to add or delete a code or calling card or to change restrictions, budget or employee information.

Service request forms are available online from the ITS CNS website at:

http://infotech.wsu.edu/communications/

Select Service Request Forms,
Log in with Network ID and password, then
Select the applicable service to add, change, or delete.

Upon receiving the service request, CNS sends an e-mail confirmation and a description of the order to the department.

Assistance

For assistance with completing the online order form, contact the ITS Customer Coordinator Group or CNS Work Order Management.

CNS Work Order Management

To contact CNS Work Order Management, telephone 335-2378.

ITS Customer Coordinators

To locate an ITS customer coordinator, go to the ITS website at:

http://infotech.wsu.edu/

Select Service Related Links, then
Select Project Coordination.

Filing

After notifying the employee of the new code and/or changes, the department files a copy of the e-mail notification of the approved request for telephone authorization codes or calling cards.

85.42_Communications_and_Network_Services_Charge_Detail_and_Summary_Reports.htm

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Each month WSU Information Technology Services (ITS) Communications and Network Services (CNS) makes available online reports detailing and summarizing telecommunications expenditures for each budget/project.

The Charge Detail report itemizes all telephone tolls, telephone and data recurring charges, and IT telecommunications-related services charged to the account. The report sorts charges by the name of the user-of-record.

The Charge Summary report provides a summary of charges to a budget/project, grouped by type of service.

Review

Departmental personnel should review the report each month to verify report accuracy and to monitor departmental telecommunications activity. It is especially important to monitor telephone toll activity to ensure that suspected toll fraud is reported in a timely fashion.

To report suspected toll fraud, contact the ITS Security Office; telephone 335-3900; or send e-mail to:

abuse@wsu.edu

REPORT EXHIBITS

Communications and Network Services Charge Detail Report

To view the monthly CNS Charge Detail Report, go to the CNS website at:

https://infotech.wsu.edu/OnlineStmts/Default.aspx

The following numbered paragraphs refer to numbered sections on the report samples in the PDF version of 85.42.3-4. Unnumbered sections are considered self-explanatory.

Budget-Proj (1)

This field displays the budget/project number for charges associated with the billing record.

Location (2)

This field displays the location and telephone line number of the room billed for telephone and data service charges, collect calls, and direct long distance dialed calls. The charges listed in this field refer to activity involving the indicated telephone within the building/room.

Departments are to verify that room information is correct, as local emergency services dispatchers use this information to ensure rapid responses in emergency situations.

One-Time Charges (3)

This section shows the one-time charges for telephone and data service for each room.

Recurring Charges (4)

This section shows the monthly recurring line charges for telephone and data service for each room.

Usage Detail (5)

In addition to the call type, the usage detail provides the date and time of the call, the call duration, location and number called, and the charge. See also "Billing Number" below.

Comments (6)

This field indicates the type of service and the physical location of the charge item. It is the location of the jack ID associated with the service.

Example: 0812-2033-011 = Building-Room-Jack

WO Num (7)

This field displays the work order number associated with the charge item.

ITS CNS initiates a work order when a request for service is submitted. For tracking purposes, CNS assigns a number to each work order which is applied to each item in the service request.

CNS also uses the work order number to research answers to department questions concerning items listed on the Charge Detail report.

Billing Number (8)

This field displays the telephone line number associated with the charges. The billing number indicates how the call was placed and references the number.

Call Type:
Placed By:

Extension Direct dial

Auth Code Authorization code

Calling Card Calling card

Aicent Remote Internet service

Total charges (9)

All telecommunications charges are attributed to a billing record identified by a name assigned to the telephone line number. NOTE: Usually the billing record name is the same as the caller ID which appears on display telephones.

Submit a Telecommunications Service Request to ITS CNS to change the name assigned to a telephone line number. To access the online service request, go to the CNS website at:

http://infotech.wsu.edu/communications/

Select Service Request Forms.

Communications and Network Services Charge Summary Report

To view the monthly CNS Charge Detail Report, go to the CNSwebsite at:

https://infotech.wsu.edu/OnlineStmts/Default.aspx

The following numbered paragraphs refer to numbered sections on the report sample in the PDF version of 85.42.5. Unnumbered sections are considered self-explanatory.

Budget-Proj (1)

This field displays the budget and project number for charges associated with the billing record.

Phone (2)

This field displays the telephone line number associated with the charges.

Comments (3)

This field indicates the physical location of the charge item. It is the location of the jack ID associated with the service.

Example: 0812-2033-011 = Building-Room-Jack

WO Num (4)

This field indicates the work order number associated with the charge item.

ITS CNS initiates a work order when a request for service is submitted. For tracking purposes, CNS assigns a number to each work order which is applied to each item in the service request.

CNS also uses the work orer number to research answers to department questions concerning items listed on the Charge Detail Report.

ObjSub (5)

This line indicates the object and subobject to which the charges are billed. See also 70.09.

Grand Total (6)

This line indicates the total charges associated with the budget/project for the month indicated.

Object-Subobject Summary (7)

This section is a summary of the total monthly charges asssociated with the budget/project grouped by object and subobject.

ERRORS OR CORRECTIONS

When review of the Charge Detail report reveals an incorrect charge, submit an e-mail request for adjustment to CNS Work Order Billing. Send e-mail to:

cnsbilling@wsu.edu

Submit the request within two weeks of the date of the Charge Detail report.

Expenditure Transfer

Complete and route an Expenditure Transfer Request form to transfer telecommunications charges from one University account to another. Route a copy of the Billing Detail report showing the billing to be changed with the completed Expenditure Transfer Request. See 30.25 for complete instructions regarding expenditure transfers.

Billing Corrections/Changes Only

If the change involves a correction only (no expenditure transfer), send an explanatory e-mail to ITS Communications and Network Services. An individual with expenditure authority for the supporting account must submit the e-mail to CNS Work Order Billing. Send e-mail to:

cnsbilling@wsu.edu

For more billing information, see the CNS website at:

http://infotech.wsu.edu/communications/

Select Service Rates, then
Select Guide to Invoicing Questions.

Minimum Amount

Due to prohibitive paperwork expense, Information Technology Services and the Controller's Office do not transfer or correct telephone charges if the total amount in question for a single Charge Detail report is less than five dollars.

85.39_Telephone-Network_Installation_and_Repair.htm

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Information Technology Services (ITS) provides telecommunications services to the Pullman, ICN, and WSU urban campuses.

Some procedures are universal and apply to all WSU locations, while some policies and procedures may vary with the site.

Pullman Campus and Research and Extension Units

Departments located at the Pullman campus and research and extension units not located at the urban campuses are to send all requests to move, change, disconnect, or add new telecommunications services to Communications and Network Services (CNS) using the online order forms located at:

http://infotech.wsu.edu/communications/

Select Service Request Forms or Repair Request.

For assistance with completing the online order form, contact one of the following ITS groups:

CNS Work Order Management; telephone 335-2378.

ITS Project Coordination group.

To locate an ITS customer coordinator, go to the Information Technology Services web site at:

http://infotech.wsu.edu/

Select Service Related Links, then
Select Project Coordination.

ICN and Urban Campuses

Departments located at the urban campuses should send requests to move, change, disconnect, or add new telecommunications services to the designated campus Telecommunications Coordinator.

Spokane Coordinator

358-7681

ICN Spokane Coordinator

324-7321

Tri-Cities Coordinator

372-7275

Vancouver Coordinator

546-9591

See 85.44 for telephone dialing procedures.

Telecommunication Products and Features

For more information regarding available telecommunications products and features, go to the ITS Communications and Network Services web site at:

http://infotech.wsu.edu/communications/

SERVICE REQUESTS

Service request processing is available online at the ITS Communications and Network Services web site. See above.

NOTE: Do not attempt to place orders directly with the telephone company or other outside vendor.

Each online service request provides explanations for most of the fields to be completed.

After submitting a service request to CNS, the department receives an e-mail confirmation reference number and a full description of the order.

Account Coding

In the online user profile, the user enters the budget/project coding for the account most often used to support communications and network service charges.

In the online service request, the user may enter a different budget/project code to support one-time and/or monthly charges for the service selected.

NOTE: The user must have expenditure authority for each budget/project listed. See 70.02.

Additional Information

CNS contacts the requesting individual if any additional information is needed to complete the request.

REPAIRS

Information Technology Services troubleshoots reported problems. ITS repairs malfunctions in equipment provided by ITS.

Reporting Problems

WSU Pullman

Use the following website to report problems at WSU Pullman:

https://infotech.wsu.edu/CNSrepair/

Non-Pullman Locations

Departments having difficulty using or accessing the above web page or non-Pullman departments use the following numbers to report problems:

Campus
8 a.m - 5 p.m.

After Business Hours

Pullman
335-3355

335-3355

Spokane
358-7685

358-7500

ICN Spokane
324-7321

324-7321

Tri-Cities
372-7334

372-7334

Vancouver
546-9770

546-9770

Other Research and
Extension Units
335-3355

335-3355

See 85.44 for telephone dialing procedures.

Be prepared to provide the pertinent telephone/Ethernet and room numbers. Also give the name of a departmental contact who can provide access and describe the problem to repair personnel.

Procedures and Forms – BPPM Revision Memo 225

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BPPM Revision Memorandum

March 4, 2003

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Two Hundred Twenty-Five

This BPPM revision includes the following changes:

In response to user and departmental requests, the Office of Procedures and Forms has created a new BPPM chapter (Chapter 85) dedicated to "Computing and Telecommunications" policies and procedures. Sections 80.33 through 80.45 have been moved from the Services chapter (Chapter 80).

The following sections are moved to the new chapter:

Accessing Administrative Information Systems 85.33
Information Technology Billing and Usage Reports 85.34
Computing Procedure Numbers 85.35
Requesting Computer Projects 85.36
Network Services Account Request 85.37
Telephone/Network Installation and Repair 85.39
Remote Internet Access Service 85.40
Toll Call Authorization 85.41
Telecommunications Billing Detail and Summary Reports 85.42
Requesting a Telephone Directory 85.43
Telephone Dialing Procedures 85.44
Cellular Telephones 85.45

Procedures and Forms recommends that users update bookmarks and links as soon as possible.

Procedures and Forms has created forwarding pages for sections 80.33 through 80.45 and will maintain these forwarding pages for several months.

Return to the Policies and Procedures Manuals home page.

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SECTION TITLE		NUMBER	PAGES	ISSUE DATE
Accessing Administrative Information Systems		85.33	1-12	04-11
	Form: Administrative Information Systems Access Request	85.33	13-14	06-12
Information Technology Computing Invoice and Usage Reports		85.34	1-6	10-07
Computing Procedure Numbers		85.35	1-2	06-01
	Form: Procedure Number Application	85.35	3	06-01
Network Services Account Request		85.37	1-4	02-07
	Form: Network Services Account Request	85.37	5	12-07
Telephone/Network Installation and Repair		85.39	1-3	10-04
Toll Call Authorization		85.41	1-2	10-04
Communications and Network Services Charge Detail and Summary Reports		85.42	1-6	10-04
Requesting a Telephone Directory		85.43	1	01-11
Telephone Dialing Procedures		85.44	1	04-11
Cellular Telephones		85.45	1-7	06-12
	Form: Mobile Communication Services Agreement	85.45	8	12-11
Data Warehouse Access		85.48	1-3	01-11
	Form: Data Warehouse Access Request	85.48	4	03-12
The page numbers listed for each section refer to the PDF version of the manual. The issue date refers to the latest revision date for the section.

85.34_Information_Technology_Computing_Invoice_and_Usage_Reports.htm Untitled Document

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REPORTS

Each month Information Technology Services (ITS) issues Computing Invoices and Usage Reports to each University unit having a computing account. These reports show expenditures related to computing usage.

Non-University Clients

ITS charges transactions of non-University clients through the University's Billing Receivables System (BRS). See 30.57.

ERRORS/CORRECTIONS

Departments, offices and individuals should review these reports each month.

When a review of the invoices and reports reveals an incorrect billing, send a request for adjustment and a copy of the incorrect billing to the Administrative and Financial Services (AFS) section of ITS.

PRICE SCHEDULE

The current schedule of computing prices is available from the ITS Phone Desk, IT Building Room 2088, or from the Administrative and Financial Services section of ITS.

EXPLANATION OF IT COMPUTING INVOICE AND USAGE REPORTS

The following numbered paragraphs refer to numbered sections on the invoice and report samples in the PDF version of 85.34.2-3. Unnumbered sections are considered self-explanatory.

Refer to the glossary below for definitions of terms.

This section, the samples and the glossary do not cover every possible term which may appear on reports. Contact ITS Administrative and Financial Services regarding questions; telephone 335-0414.

IT Computing Invoice

The IT Computing Invoice lists the usage, the rate charged, and the cost of each computing service.

Invoice Number (1)

This is the number of this invoice which will be carried in the University accounting system as a document number for the indicated computing charges.

Procedure Number (2)

ITS assigns each computing account a Procedure Number which identifies the user responsible for the listed computing charges. See also 85.35.

Account Code (3)

These codes identify the account which supports the costs associated with the indicated computing services. Code components are: fund-subfund-program-budget-project.

Title (4)

The user assigns a Procedure Number Title which clearly identifies the related computing service transactions. See also 85.35.

User Name (5)

Name of the office, department, or individual billed for the computing services.

Budget Name (6)

Administrative unit within the institution. The Budget Name can also be an individual's name or a non-University organization.

Term Date (7)

Date the user's ITS account terminates. See also 85.35.

Description (8)

Lists the computing services provided by ITS. Refer to the glossary below for definitions of terms.

Total Units (9)

This is the total number of indicated units provided and billed or credited to the Procedure Number.

Rate Per Unit (10)

The amount charged for each unit. A unit is a single set quantity adopted as a standard of measurement, e.g., the quantity of the computing service or time used, manuals purchased, connections.

Total Cost (11)

The total cost is calculated by multiplying Total Units by Rate Per Unit.

Funds Expended To Date (12)

These are year-to-date totals by expenditure object for computing charges supported by the indicated user.

WSU/IT Usage Report

The WSU/IT Usage Report helps budget administrators determine if computing use is within budget limits. The report also indicates who is using computing services.

Budget Number (1)

The budget number identifies the budget supporting the computing charges. See 30.05 for a definition of budget numbers.

Customer Number (2)

The customer number identifies non-University users.

Procedure Number (3)

ITS assigns each computing account a procedure number which identifies the user to the Center. See also 85.35.

User Name (4)

The name of the office, department, or individual billed for computing services.

Title of Procedure Number (5)

The Procedure Number Title identifies related computing service transactions. See also 85.35.

Term Date (6)

Date the user's ITS account terminates. 99/99/99 means indefinite. See also 85.35.

Funding Codes (7)

Funding codes made of several components which permit identification of each account. Components are: fund-subfund-program-budget-project. See also 30.05.

Dollars Used (8)

Total amount used to date.

GLOSSARY OF TERMS

Terms frequently used in Computing Invoices and Usage Reports are listed with a brief explanation of each.

Access

Admittance or entry to computing systems.

Account

The University uses accounts to monitor financial transactions. See 30.05.

Asynch

(Asynchronous) One of two communications modes between terminals and a central computer facility. Asynchronous connections are normally connected with twisted-pair cable.

Banner Pages

A job divider for printed output; one at the front and one at the end of a job.

Basic Printing

Impact line printing, billed by the line.

Batch Jobs

Work that is submitted to the computing system for processing with no further user interaction necessary.

Bursting

Breaking continuous form printouts into separate sheets.

Comm-Local Network

Local (Pullman) communications network.

CPU

(Central Processing Unit) The part of a computer that processes data.

Cyl

(Cylinder) A unit of disk storage.

Data and File Transfer

Transferring from one storage medium to another.

Dedctd

A dedicated, not shared, connection to a network or a computer.

Disk Storage

Online disk storage is located on tracks, cylinders, or blocks on a disk drive.

FM Agreement

Facilities Management Agreement between ITS and non-ITS University unit; e.g., agreement for charges to house servers.

Host System

An ITS-supported system. Users are billed for resources used on an ITS host system.

Hrs

Hours

ITS

(Information Technology Services) A University unit responsible for providing computer-related services. Refer to the ITS home page at:

http://infotech.wsu.edu/itroot/

LAN

Local area network.

Local Printing

Printing performed at the ITS dispatch room.

Local Access

Access to the ITS computing facility from a local work station.

Miscellaneous

A nonrecurring computing charge in the specified category. Contact ITS Administrative and Financial Services for an explanation of a given computing charge.

Mnt

Maintenance

Month

MVS

(Multiple Virtual System) An operating system which provides access to Administrative Information Systems (AIS).

MVS Migrated

Mainframe data storage, stored on disk.

MVS Track

Mainframe data storage, migrated to slower devices.

Nonprime

A time period which is weekdays other than 8 a.m - 5 p.m.

Optical Scanning

A special service provided by ITS. Used for scanning input from tests, evaluations, and surveys.

Page Images

Page images printed on a page printer, i.e., laser printer.

Page Printer

A laser printer.

Paper Surcharge

A charge for special paper or forms, e.g., 2-part, 3-part, and 4-part. Line printers only.

Plotter

A device used for plotting graphs and charts.

Port

A connection to a network or a computer.

Pr.

See: Prime.

Prime

The period of weekdays, 8 a.m. to 5 p.m.

Rebilling

Charges for computer-related goods or services originally incurred by an entity other than ITS.

Shipping

Shipping and handling charges for mailing users' materials, e.g., tapes, reports, listings.

Software Surcharges

Fees charged to off-campus users for using specific mainframe software packages.

Special Forms Mount

Printer/plotter charge for having the operator mount special forms, e.g., paychecks.

Standard

A nonpriority base charge for printing.

Std

See: Standard.

UNIX

An operating system which provides general computing and network services.

Weekend

Time period including Saturdays, Sundays, and holidays.

Wkd

See: Weekend.

WSU Database Usage

A usage charge which covers input/output overhead for accessing databases associated with Administrative Information Systems.

WSU Online Administrative Usage

Computing charge for CPU time related to the use of Administrative Information Systems (AIS). See 85.33 for a list of available information systems.

85.35_Computing_Procedure_Numbers.htm

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COMPUTING AND TELECOMMUNICATIONS
85.35
REV 6-01
Information Technology Finance
335-0459 PDF link

ASSIGNMENT

Information Technology (IT) assigns computing service procedure numbers to identify customers and to bill for computing services.

Customers

WSU Departments

IT assigns a computing services procedure number to any WSU unit with a University account which includes objects 03 and 05.

Non-WSU Users

IT may assign procedure numbers to other eligible organizations and individuals. Non-WSU users pay additional fees to use the University's computer facilities.

PROCEDURE NUMBER APPLICATION

Obtain a copy of the Procedure Number Application by printing or completing onscreen and printing the master form in the PDF version of 85.35.3.

Completion

Follow the instructions on the form. Most form sections are self-explanatory. Additional instructions for each section of the form are discussed below.

User Identification

For WSU units, include the WSU mail code as well as the other requested information under User's Name, Address, Zip, and Phone.

Invoice Information

Termination Date: If the administrator does not wish to limit the use of the procedure number to a specific period enter 99/99/99.

Enter a termination date for a procedure number for a sponsored project. (NOTE: The department is responsible for notifying the IT Finance Office if the project is extended and the procedure number is required after the original termination date.)

Fund/App/Program/Budget/Project: Full budget coding is required for WSU departments. Refer to 30.05. IT supplies this coding for other users.

Procedure Number Title: Determined by the user/administrator, the title should clearly identify the project. The title appears on the user's bill together with the procedure number and the financial status of the project's computing services allocation.

Comments

Comments may include:

New budget;

Invoicing address, if different from address shown above;

Student ID number;

Student home address.

Check the UNIX Access box if the user intends to request a UNIX account and/or Network ID (see 85.37).

Signatures

WSU Users

The official who signs as Authorizing Signature must have expenditure authorization for the supporting WSU account shown on the form. See 70.02.

Non-WSU Users

The signing official is responsible for payment of any fees associated with computer use.

Routing

The user retains a copy and routes the original to the IT Finance Office, mail code 1222, or faxes the form to 335-0540.

See PDF version of BPPM 85.35.3: Procedure Number Application
Blank Master
Print or complete onscreen and print as needed

70.23_Purchasing_Used_Equipment_from_Outside_Vendors.htm

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JUSTIFICATION

WSU normally buys new equipment at substantial discount through a competitive bid process.

Often, the purchase of used equipment does not lend itself to competitive bid procedures. The requisitioning department is responsible for determining whether used equipment is available on the market. The department is to maintain a written record of any used equipment search.

If the department wishes to use the bid process, contact Purchasing Services for assistance.

ESTABLISHING VALUE

Used equipment priced over $5000 requires two appraisals by firms or persons judged to be knowledgeable regarding the equipment and who are not associated with the seller or the buying department.

If actual appraisals are not available or are impractical, such as for purchases through online auctions, departments must provide sufficient documentation to establish the value of the equipment. Such documentation may include pricing on comparable items, blue book value, and cost savings achieved by buying used equipment.

SURPLUS EQUIPMENT

To obtain surplus equipment:

Under federal grants and contracts, see 40.12 for acquisition procedures.

From other University departments, see 20.80.

From Surplus Stores, see 20.76.

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BPPM Revision Memorandum

March 5, 2003

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Two Hundred Twenty-Six

This BPPM revision includes the following changes:

Relocation Compensation 55.62

This new section provides University procedures for paying relocation compensation in accordance with RCW 43.03.125.

Salary Review--Administrative/Professional Staff 60.12

This revision includes a minor clarification regarding the responsibility for providing written response to HRS and a requesting employee.

Table: July 1, 2002 - June 30, 2007 Holiday Schedule 60.76.2

Human Resource Services has updated the holiday schedule for July 1, 2002 through June 30, 2007 for the WSU Pullman campus, newer campuses, and research centers/units.

Purchasing Card 70.08

Departments may use purchasing cards to purchase postage stamps.

Purchasing Used Equipment from Outside Vendors 70.23

This revision updates the process for establishing the value of and purchasing used equipment from outside vendors.

Motor Pool 95.35

A van driver course completion card is required to drive any University-owned passenger van.

Return to the Policies and Procedures Manuals home page.

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BPPM Revision Memorandum

April 2, 2003

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Two Hundred Twenty-Seven

This BPPM revision includes the following changes:

Summer Educational Benefits 60.73

This revision:

Excludes terminated staff from using the fee waiver;

Adds criteria for denying a request to attend an academic class;

Adds distance degree courses to the list of excepted courses; and

Updates the Summer Educational Benefits Request form.

Mail Service to University of Idaho 80.26

This section is removed. Courier mail service to the University of Idaho has been discontinued.

Return to the Policies and Procedures Manuals home page.

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BPPM Revision Memorandum

April 17, 2003

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Two Hundred Twenty-Eight

This BPPM revision includes the following changes:

Temporary Employment Program 60.26

This revision updates the procedures for departments to obtain notices of the conditions for temporary employment through the new online Temporary Employment System (TEMPS). Also, the Campus Student and Hourly Employment Office (CSHEO) clarifies the temporary employment restrictions and procedures for faculty, administrative/professional, and classified staff employees.

Temporary Employment Processing 60.27

The name of this section is changed from Temporary Employment Forms.

This revision:

Adds procedures for creating and updating temporary employment positions and appointments through the new online TEMPS web application.

Updates procedures for obtaining notices of the conditions for temporary employment.

Updates the Conditions for Temporary Employment form. Central Stores no longer distributes a paper version of the form. A PDF version of the form is available on 60.27.13 for users who do not have access to the form in the online TEMPS.

Updates the Temporary Employment Orientation Checklist on 60.27.12.

Faculty Timecard 60.42

This revision updates the procedures for departments to create and change faculty timecard appointments using the new online TEMPS web application.

Travel Payments from Third Parties 95.16

This revision:

Adds a prohibition against the third party directly reimbursing the traveler.

Adds reimbursement limits for travel supported by third parties in accordance with the State Administrative and Accounting Manual (SAAM).

Adds a method for depositing overpayments when WSU did not support any travel expenditures.

Provides examples for documenting third-party travel.

Return to the Policies and Procedures Manuals home page.

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BPPM Revision Memorandum

April 24, 2003

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Two Hundred Twenty-Nine

This BPPM revision includes the following changes:

Property Inventory 20.50

This revision includes the revised Inventory Control Report and provides references to the new procedure for transfers to Surplus Stores, described in 20.76 (see below).

Surplus Property 20.76

The name of this section is changed from Surplus Stores.

This revision introduces the Surplus Property Report, a new form to be used for processing surplus transactions. Special instructions are included for hazardous materials and computer media.

Trade-Ins 70.12

This revision reflects the current practices of Surplus Stores regarding trade-ins. Surplus Stores no longer purchases trade-in items from departments, but does process trade-ins as consignment sales.

Return to the Policies and Procedures Manuals home page.

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BPPM Revision Memorandum

May 7, 2003

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Two Hundred Thirty

This BPPM revision includes the following changes:

Processing University Contracts 10.11

This revision adds the following:

A list of central administration departments responsible for processing University agreements.
Procedures for contract problem resolution.
A Contract Review Sheet that summarizes the proposed contract and indicates potential commitments of resources. See 10.11.7.
A suggested agreement template.

Departments use the suggested agreement template if a model agreement is not available from the responsible central contract administration office.

Return to the Policies and Procedures Manuals home page.

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BPPM Revision Memorandum

June 5, 2003

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Two Hundred Thirty-One

This BPPM revision includes the following changes:

Internal Control--Payroll 55.03

Temporary employment appointments are now processed through the online Temporary Employment System (TEMPS). The discussion of separation of duties is updated accordingly.

Withholding Federal Income Tax (W-4 Form) 55.10

This revision provides information for exchange visitors and warns new employees that Payroll Services withholds the maximum allowable amount until a W-4 is filed.

Departmental Payroll Processing 55.22

Appointment data for temporary employees is entered and verified through the online TEMPS system. This revision adds several new earnings type codes. Positive Pay Report 55.26

The title of this section is changed from Positive Pay: Unit Pay Report (SCAN Sheet).

This revision removes procedures for completing and submitting the Unit Pay Report. Departments currently report hours worked or pieces completed in the Positive Pay Time Entry area of DEPTPAY.

Departments are to request a Positive Pay Report to report hours not paid or hours not reported through online DEPTPAY for temporary and alternate workweek employees.

Payroll Expenditure Audit Report 55.28

This section is removed from the BPPM. Information concerning completing the Payroll Expenditure Audit Report (PEAR) is included in 55.22.

Direct Pay Deposit 55.50

Payroll Services now posts all earnings statements on the secure Web PBS site.

Classified Staff Leave 60.57

Sick leave is credited each month upon completion of the month.

Table: WSU Cooperative Extension Offices Calendar Year 2003 Holiday Schedule 60.76.3-4

This revision updates the Cooperative Extension Holiday Schedule.

University Name and Address File 90.70

This revision updates the procedure for changing or restricting an address or telephone number.

Return to the Policies and Procedures Manuals home page.

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BPPM Revision Memorandum

June 19, 2003

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Two Hundred Thirty-Two

This BPPM revision includes the following change:

Partner and Spouse Accommodation 60.15

This new section provides policy and procedures for requesting employment funding for the spouse or partner of a prospective employee.

Return to the Policies and Procedures Manuals home page.

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BPPM Revision Memorandum

July 22, 2003

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Two Hundred Thirty-Three

This BPPM revision includes the following changes:

Payroll Documents Schedule 55.04

This revision updates the descriptions of department-intiated documents listed on the Payroll Documents Schedule.

Managing Central Travel Accounts 95.04

CTA users may purchase tickets directly from airlines by telephone as well as online. Users must use official airline web sites or reservation telephone numbers.

CTA log sheets must be retained for six years after the end of the current fiscal year.

Return to the Policies and Procedures Manuals home page.

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BPPM Revision Memorandum

September 9, 2003

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Two Hundred Thirty-Four

This BPPM revision includes the following changes:

Tracking Departmental Expenditures 30.06

This revision updates suggested procedures for reconciliation and verification of expenditures by departments.

Duplicating and Using Software 35.30

The name of this section is changed from Duplicating Software.

This revision brings this section into conformance with current federal law and University practices.

Media Materials Services 80.12

This section is removed from the BPPM.

Privately-Owned, Rented, or Chartered Aircraft 95.30

The state of Washington does not provide liability coverage for aircraft.

Return to the Policies and Procedures Manuals home page.

35.30_Duplicating_and_Using_Software.htm

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OVERVIEW

Faculty, staff, and students using the University's computer equipment or placing software on University computer systems must adhere to federal and state laws governing software duplication and use. Likewise, University faculty, staff, and students are to observe all contractual and licensing agreements between the University and software vendors or developers.

University personnel are not to receive, sell, loan, duplicate, download, or distribute copyrighted software unless authorized to do so under a licensing agreement.

University employees are to use University software in conformance with 20.37, "Personal Use of University Resources."

FEDERAL PROTECTION

Unless software has been expressly placed in the public domain, software is intellectual property protected by federal copyright and trademark law. As such, unauthorized duplication, downloading, distribution, or use of copyrighted software constitutes a violation of federal law. Circumventing copy protection measures is strictly forbidden and is a federal crime.

Civil damages for unauthorized software copying can be $100,000 or more per program and criminal penalties include fines and imprisonment. Penalties for trademark infringement can be as much as $100,000 per violation.

LICENSE AGREEMENTS

Buying and using software subjects both the University and the individual to legal restrictions and obligations. Commercial software is usually protected by license agreements. These license agreements can be contracts packaged with the software or agreements residing on the website where the software is obtained.

Software companies generally require that the purchaser somehow indicate acceptance of the agreement before he or she may legally use the software. These agreements are binding contracts and the individual accepting the terms must have the appropriate authority.

If the software license agreement requires that agreement acceptance be indicated by a signature of an authorized University official, the department sends the software license agreement to Purchasing Services, mail code 1020. Purchasing Services secures the appropriate signature and returns the agreement to the software company. For assistance in determining whether or not such signature and approval is required, contact Purchasing Services; telephone 335-3541.

LEGAL DUPLICATION/USE

Software users are to adhere to the software license when using or copying software. Generally, licensed and/or copyrighted software may not be duplicated, with the following exceptions:

When copying is required for archival or backup purposes; or

When specifically permitted by the software vendor, e.g., in a license agreement or an authorizing letter.

Some license agreements have restrictions regarding the type of use, the number of users that can use the software, the number of installations, or the number of computers or stations that may access the software.

ACQUIRING ADDITIONAL COPIES

If additional copies or licenses of a licensed and/or copyrighted computer program are required for University-related purposes (other than backup), University personnel may either:

Purchase

Purchase the rights to the additional copies through regular purchasing channels (see 70.24) or

Request Permission

Request permission from the software developer to duplicate the program.

The request should include the following information:

Title of the program,

Date of first use by the purchasing unit,

Period of intended use,

Proposed use of the copies,

Number of individual users of the software, and

Number of copies required.

Complete three copies of the request. Retain one copy in departmental files. Send two copies to the software developer.

Retain in departmental files a copy of the signed authorization received from the software company.

Telephone Approval

If immediate permission is required, it may be possible to secure verbal approval over the telephone. If verbal approval is granted, immediately confirm the permission with a follow-up letter to the software developer. Retain one copy of the letter in departmental files.

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BPPM Revision Memorandum

September 25, 2003

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Two Hundred Thirty-Five

This BPPM revision includes the following changes:

Reporting Daily Activity for Temporary Employees 60.61

Employees and supervisors are to date as well as sign Daily Activity Reports and time clock cards.

Form: Training Report 60.71.6

Human Resource Services has updated the Training Report.

Central Stores 70.35

This revision adds information regarding the search, browse, and order request functions available at the Central Stores Catalog website. The revision also adds a description of an additional query function available through the Central Stores Ordering system.

Return to the Policies and Procedures Manuals home page.

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BPPM Revision Memorandum

October 6, 2003

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Two Hundred Thirty-Six

This BPPM revision includes the following change:

Travel Rates 95.19

The Office of Financial Management (OFM) and the federal government increased the breakfast reimbursement rate for each domestic location by one dollar, effective October 1, 2003.

Return to the Policies and Procedures Manuals home page.

50.08_Bonding_WSU_Employees_for_Honesty.htm

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SAFETY AND SECURITY
50.08
Revised 11-03
Risk Management and Insurance
335-6893 POSITION SCHEDULE BONDS

The state of Washington protects itself and its agencies against economic loss due to dishonest acts by appointed officers and employees through the purchase of Position Schedule Bonds. (RCW 43.17.100)

Limits and details of current coverage are available from the Office of Risk Management and Insurance; telephone 335-6893.

REPORTING SUSPECTED VIOLATIONS

WSU personnel are responsible for reporting any WSU officer or employee who, while conducting official University business, is suspected of committing a dishonest act which causes economic loss to WSU.

Refer to the applicable section to report a loss, irregularity, or improper action:

Improper governmental actions reported to the state auditor under the state Whistleblower Statute which provides protection against retaliation by employers; see 10.20.

Equipment losses; see 20.50.

Irregularities reported to the Internal Audit Office; see 30.12.

Losses from petty cash funds; see 30.50.

Losses from till cash funds; see 30.51.

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BPPM Revision Memorandum

November 13, 2003

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Two Hundred Thirty-Seven

This BPPM revision includes the following changes:

Bonding WSU Employees for Honesty 50.08

Responsibility for this section is transferred from Benefit Services to Risk Management and Insurance.

Purchasing Card 70.08

Purchasing Services makes the following changes to this section:

Updates the purchasing card restrictions;
Updates the procedures for cancelling purchasing cards;
Expands the discussion of program participants and responsibilities;
Changes the title "card custodian" to "card reconciler";
Adds a roles and responsibilities section to the Purchasing Card Application (see 70.08.10).

Alcohol for Laboratory Use 70.22

Central Stores has changed the hours when departments may pick up ethyl alcohol from the Hazardous Chemical Building.

All-University Records Retention Schedules: Administrative--Executive Level Records (Dean and above) 90.01.10-11

The record series, Administrative Policies and Procedures, has been added to the All-University Records Retention Schedules.

Offices which publish policies and procedures that address University-wide operations, critical University functions, or issues of public concern are to retain copies of the documents for six years after the policies and procedures are superseded, as required by the State Records Committee. This requirement applies to printed documents as well as those published on websites.

All-University Records Retention Schedules: Public Affairs and Public Disclosure Records 90.01.40

The following records series are added to the All-University Records Retention Schedules:

Photograph/Recording Release Files
Training Files--General Public

Return to the Policies and Procedures Manuals home page.

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BPPM Revision Memorandum

November 21, 2003

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Two Hundred Thirty-Eight

This BPPM revision includes the following changes:

Gift Accounts 30.75

Colleges may obtain Gift Reports through the donor alumni database which Advancement Services provides to each college's development office.

General Purchasing Information 70.01

This revision adds telephone services to the list of special purchasing procedures.

Freight Discount Contracts 80.28

This revision updates the list of contract freight carriers. The revision also provides updated shipping instructions and information about tracking websites.

Return to the Policies and Procedures Manuals home page.

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BPPM Revision Memorandum

December 22, 2003

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Two Hundred Thirty-Nine

This BPPM revision includes the following changes:

Department Orders 70.07

Departments are not to purchase telephone calling cards with Department Orders.

Telephone Dialing Procedures 85.44

This revision updates the dialing procedures for toll-free numbers, personal calling cards, and prepaid calling cards.

All-University Records Retention Schedules: Accounting/Fiscal Records 90.01.15-20

This record series titled Accounts Receivable is added to the All-University Records Retention Schedules.

Return to the Policies and Procedures Manuals home page.

85.44_Telephone_Dialing_Procedures.htm

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OVERVIEW

Each of the four main University campuses has a dedicated telephone system. Telephone dialing procedures vary somewhat from campus to campus.

Users refer to the following websites for campus telephone dialing procedures, as applicable:

WSU Pullman

https://infotech.wsu.edu/help/telephone/dialinginstructions.htm

WSU Spokane

http://spokane.wsu.edu/services/IT/telephones.html

WSU Tri-Cities

http://www.tricity.wsu.edu/phones

WSU Vancouver

http://kb.vancouver.wsu.edu/index.php?pg=kb.book&id=12

Procedures and Forms – BPPM Revision Memo 200

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BPPM Revision Memorandum

January 14, 2002

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Two Hundred

This BPPM revision includes the following changes:

Establishing and Terminating Sponsored Accounts 40.04

This revision clarifies the description, use, and routing of the Sponsored Projects Allocation Notice.

Management of Equipment Acquired Under Federal Agreements 40.13

This revision updates the requirements and procedures for reporting on equipment acquired under federal grants and contracts. Federal property forms and federal property closeout procedures are referenced.

All-University Records Retention Schedules: Payroll and Personnel Records Used Campus-Wide 90.01.30-37

The records series, Graduate Faculty Appointment Files, has been added to the All-University Records Retention Schedules.

All-University Records Retention Schedules: Sponsored Project Records 90.01.46-47

The following records series have been added to the All-University Records Retention Schedules:

Grants Received by University (Department Copy)
Unfunded Proposal File

Return to the Policies and Procedures Manuals home page.

40.04_Establishing_and_Terminating_Sponsored_Accounts.htm

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http://www.wsu.edu/~forms/HTML/BPPM/40_Sponsored_Agreements/40.04_Establishing_and_Terminating_Sponsored_Accounts.htm

If you are not redirected within 5 seconds, click the hyperlink above.

Please update your bookmarks.

Procedures and Forms – BPPM Revision Memo 201

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BPPM Revision Memorandum

January 31, 2002

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Two Hundred One

This BPPM revision includes the following changes:

Delegation of Appointing Authority 60.10

This revision updates the delegation process and the definition of appointing authority, and lists the powers associated with the appointing authority and the employing official.

Nepotism 60.14

This revision updates the nepotism policy as it applies to faculty, administrative/professional, and classified staff employees, to bring the policy into conformance with the current Faculty Manual, Administrative and Professional Personnel Handbook, and Classified Staff Handbook. Exceptions to this policy must be approved by the appropriate vice president. Employees are responsible for disclosing any domestic partner relationships upon hire.

Volunteers 60.81

This new section provides a definition of volunteers and includes departmental requirements for designating volunteers and reporting volunteer hours.

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Procedures and Forms – BPPM Revision Memo 202

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BPPM Revision Memorandum

February 6, 2002

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Two Hundred Two

This BPPM revision includes the following change:

Employee Assistance Program 60.86

This new section outlines the Employee Assistance Program (EAP) and includes the procedures for obtaining confidential, professional assessment and referral services.

Return to the Policies and Procedures Manuals home page.

Procedures and Forms – BPPM Revision Memo 203

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BPPM Revision Memorandum

March 13, 2002

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Two Hundred Three

This BPPM revision includes the following changes:

Form: Purchasing Card Application 70.08.9

Purchasing Services has revised the Purchasing Card Application to indicate whether or not the employee has attended training.

State Travel Charge Card 95.03

This revision changes the responsibility for issuing travel charge cards to Purchasing Services.

Managing Central Travel Accounts 95.04

Purchasing Services now manages the application process for establishing Central Travel Accounts. The Travel Division processes CTA payments.

Return to the Policies and Procedures Manuals home page.

Procedures and Forms – BPPM Revision Memo 204

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BPPM Revision Memorandum

March 26, 2002

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Two Hundred Four

This BPPM revision includes the following changes:

Delegation of Appointing Authority 60.10

Human Resource Services has included a form for departments to request changes to delegation of appointing authority for faculty, administrative/professional, and classified staff appointments.

Children in the Workplace 60.82

This new section provides policy guidance for those who consider bringing children to the workplace.

Cellular Telephones 80.45

This new section provides requirements and procedures for the use and acquisition of cellular telephones.

Return to the Policies and Procedures Manuals home page.

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Procedures and Forms – BPPM Revision Memo 205

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BPPM Revision Memorandum

April 8, 2002

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Two Hundred Five

This BPPM revision includes the following changes:

Salary Review--Administrative/Professional Staff 60.12

This new section provides procedures for requesting salary and position reviews for administrative/professional personnel. The section also provides a process for establishing salaries after Human Resource Services has made salary recommendations.

Remote Internet Access Service 80.40

Information Technology has established a discount contract that provides remote online access to University personnel traveling to domestic or international locations. This new section provides procedures for requesting access to this service.

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Procedures and Forms – BPPM Revision Memo 206

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BPPM Revision Memorandum

April 16, 2002

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Two Hundred Six

This BPPM revision includes the following changes:

Departmental Payroll Processing 55.22

Payroll Services has added a process for reporting unanticipated or unscheduled overtime for hourly workers.

Telework Agreements 60.34

This new section provides policies, procedures, and forms for establishing telework arrangements for administrative/professional and classified staff employees.

Return to the Policies and Procedures Manuals home page.

Procedures and Forms – BPPM Revision Memo 207

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BPPM Revision Memorandum

April 25, 2002

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Two Hundred Seven

This BPPM revision includes the following changes:

Suspended Operations 50.40

This revision clarifies administrative responsibilities for suspending University operations.

Payment Upon Separation of Employment 55.49

Customary miscellaneous deductions are withheld from the final paycheck unless the employee contacts the appropriate offices. This revision includes procedure and deadline information for stopping these deductions.

Layoff--Classified Staff 60.37

This revision updates the descriptions of the WSU layoff units.

Table: WSU Cooperative Extension Offices Calendar Year 2002 Holiday Schedule 60.76.3-4

This revision updates the Cooperative Extension Holiday Schedule.

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Procedures and Forms – BPPM Revision Memo 208

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BPPM Revision Memorandum

May 9, 2002

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Two Hundred Eight

This BPPM revision includes the following changes:

Telephone Dialing Procedures 80.44

This revision adds dialing procedures for contacting the WSU Vancouver Research and Extension Unit (REU). Links to Internet directory assistance web pages are provided.

Meals and Lodging 95.06

The Travel Office has added the following provisions from the State Administrative and Accounting Manual (SAAM):

The state travel charge card is the preferred method for purchasing lodging.
Travelers are encouraged to request all available tax exemptions when obtaining lodging.
When exceptions to the Maximum Lodging Rate are requested, travelers are to select the most economical room available.
Lodging expenses in excess of 150 percent of the maximum per diem rate for the location may be approved on an exception basis.

Miscellaneous Travel Expenses 95.08

The Travel Office has added the following provisions from the State Administrative and Accounting Manual (SAAM):

For travel outside the continental United States, the cost of laundry is included in the meals and incidentals rate. Inside the continental United States the cost of laundry may be itemized as a miscellaneous expense.
Mandatory fees charged by lodging facilities for items such as room safes are reimbursable.

Return to the Policies and Procedures Manuals home page.

00.02_Using_the_BPPM.htm

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This is a brief guide to using the WSU Business Policies And Procedures Manual (BPPM).

ONLINE MANUAL

Text Only

View the text-only version, written in Hypertext Markup Language (HTML), with an Internet browser, e.g., Internet Explorer or Netscape.

Text and Graphics

View the complete text and graphics version, in Portable Document Format (PDF), with Adobe Acrobat Reader. Internet browsers access Acrobat Reader with a plug-in in order to read PDF files.

Download Acrobat Reader from Adobe by contacting:

http://www.adobe.com

or by selecting the Adobe link on the Policies and Procedures Manuals web page at:

http://www.wsu.edu/~forms/manuals.html

Adobe distributes Acrobat Reader free-of-charge.

In the event of a conflict between the HTML and PDF versions of the BPPM, the PDF is the authoritative version. The PDF version of the manual contains all of the text, tables, and forms, and maintains a full-page layout. The text-only (HTML) version contains only the text and tables.

PDF Alternate Access

NOTE: WSU users who connect to the Internet through non-wsu.edu domains or through firewalls may access the PDF manual sections and forms by going to the PDF Alternate Access website at:

http://www.wsu.edu/forms2/index.cgi

Assistance

To request further information about the online manuals, contact the Office of Procedures, Records, and Forms, Information Technology Building 3089, mail code 1225, telephone 509-335-2005, e-mail forms@mail.wsu.edu.

ORGANIZATION OF THE BPPM

Chapters

The manual is divided into chapters which broadly reflect various University health and safety functions. Chapters are listed in the main Table of Contents.

Sections

Each chapter includes several sections. Each section is intended to provide functional information regarding a specified topic. A table of contents which lists those sections found in each chapter is located by selecting the actively linked chapter name in the main Table of Contents.

For ease of use, sections or topics may be found by accessing the search engine available from the Policies and Procedures home page. See "Search Engine" below.

Page Identification

The page number includes a chapter number, section number, and the sequential page number for the section. These numbers are divided by periods. The number of pages applies only to the PDF version.

Each page heading includes the date it was issued or revised, i.e., New 10-85 or Revised 6-86.

If a section has not been revised in over three years, Procedures, Records, and Forms sends copies of the section to the responsible administrators for review. If the administrators determine that the section doesn't require revision, the page heading is revised to include the date the section was last reviewed, e.g., Reviewed 4-02.

Contact Information

An office and telephone number directs the user to someone who can resolve questions about the policy or procedure.

Search Engine

The search engine searches all HTML sections of the BPPM, the Safety Policies and Procedures Manual (SPPM), and the Executive Policy Manual (EPM).

Select the search engine link on the Policies and Procedures Manuals web page, at:

http://www.wsu.edu/~forms/manuals.html

Type in the subject to be located.

Put quotation marks around phrases or titles to narrow the search to a specific word grouping. The search engine will locate the occurrence of each individual word unless specifically directed by quotation marks.

REFERENCES AND OTHER SOURCES

Additional information may be available from sources cited throughout the manual. Those commonly cited include:

Revised Code Of Washington (RCW)

Washington Administrative Code (WAC)

Washington State Administrative and Accounting Manual published by the Office of Financial Management (cited as the SAAM)

WSU Faculty Manual

WSU Student Handbook: Policies And Regulations

Administrative and Professional Personnel Handbook

Laboratory Safety Manual

Safety Policies And Procedures Manual (SPPM)

Executive Policy Manual (EPM)

Governor's Executive Orders

Procedures and Forms – BPPM Revision Memo 209

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BPPM Revision Memorandum

June 25, 2002

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Two Hundred Nine

This BPPM revision includes the following changes:

Using the Business Policies and Procedures Manual 00.02

This new section provides a brief guide to using the WSU Business Policies and Procedures Manual (BPPM).

Merchandise and Consumable Inventories 20.53

A department conducting a merchandise inventory is to assign a value to each inventoried item based upon acquisition or production cost.

Accounts Receivable 30.56

University Receivables has made the following changes:

Departments are responsible for collection fees for receivables which are 150 days or more past due.
University Receivables has clarified the review process for write-offs and the procedures for preparing monthly department receivables reports.
Departments may request approval for the use of an independent receivables system if the Billing Receivables System (BRS) does not meet departmental business requirements.

Determining Pay Status--Employee or Contractor 60.01

Payroll Services has updated the discussion of the factors for determining the type of payee relationship and payee status to be established between the University and a service provider.

Purchasing Card 70.08

This revision specifically prohibits the use of a purchasing card to make purchases from a hotel or motel during travel.

The use of a purchasing card to make purchases from a restaurant is prohibited unless the purchase is for light refreshments and processed in accordance with BPPM 70.31.

A printed out web receipt or a confirmation e-mail is now acceptable as documentation of an online purchase.

This revision includes additional instructions for managing lost or missing purchasing cards.

All-University Records Retention Schedules: Property Management Records 90.01.38-39

Procedures and Forms has moved the following records series to the All-University schedule for Property Management Records from the Accounting/Fiscal Records schedule 90.01.15-20:

Federal Excess Property File
Inventory Control Report--Record Copy (WSU 1033)
Inventory Control Report--Surplused Items (WSU 1033)
Property Inventory Cards

Note to users who maintain paper copies of the BPPM: Because we added a page to the PDF version of the retention schedule for Property Management Records, the page numbers of the subsequent All-University Schedules have been changed.

Imaging University Records 90.21

This new section provides University and state requirements for implementing and operating a document imaging system.

Name Changes and Name Coding Conventions 90.75

Payroll Services has updated the procedures for requesting a change of name.

Return to the Policies and Procedures Manuals home page.

Procedures and Forms – BPPM Revision Memo 210

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BPPM Revision Memorandum

July 1, 2002

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Two Hundred Ten

This BPPM revision includes the following change:

Cellular Telephones 80.45

This revision adds the purchasing card as an allowable method for purchasing cellular telephone equipment and service.

Return to the Policies and Procedures Manuals home page.

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Procedures and Forms – BPPM Revision Memo 211

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BPPM Revision Memorandum

July 16, 2002

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Two Hundred Eleven

This BPPM revision includes the following changes:

Property Inventory 20.50

This revision removes small and attractive items (other than weapons and laptop computers) from the University's central inventory system. Individual departments are responsible for identification and control of small and attractive items.

This revision also makes the inventory limit for equipment purchased from sponsored accounts the same as for state-funded equipment, i.e., first cost of $5000 or more. However, all federally-furnished equipment is inventoried, regardless of cost.

Inventory Control Reports are required for all transfers to Surplus Stores, regardless of the value of the property.

Animals for Instructions and Research 80.30

The Laboratory Animal Resources Center (LARC) has removed this section.

Return to the Policies and Procedures Manuals home page.

Procedures and Forms – BPPM Revision Memo 212

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BPPM Revision Memorandum

July 19, 2002

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Two Hundred Twelve

This BPPM revision includes the following changes:

Classified Staff Leave 60.57

This revision updates the classified staff leave regulations.

NOTE: With this revision, Human Resource Services (HRS) has moved all classified staff leave regulations from the Time Report section (60.60) to this section. Section 60.60 now includes only completion and routing instructions for the Time Report.

Time Report for Overtime-Eligible Employees 60.60

HRS has updated completion procedures and the routing table for the Time Report.

Return to the Policies and Procedures Manuals home page.

Procedures and Forms – BPPM Revision Memo 213

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BPPM Revision Memorandum

July 24, 2002

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Two Hundred Thirteen

This BPPM revision includes the following changes:

Personal Use of University Resources 20.37

This revision brings the BPPM into conformance with recent changes to WAC 292-110-010.

All-University Records Retention Schedules: Purchasing Forms Used Campus-Wide 90.01.41-43

The following records series have been added to the All-University Records Retention Schedules:

Central Travel Account Files
Purchasing Card Files

All-University Records Retention Schedules: Safety Records 90.01.45-47

The record series titled Radiation Survey Logbook has been added to the All-University Records Retention Schedules.

Note to users who maintain paper copies of the BPPM: Because we added a page to the PDF version of the retention schedule for Purchasing Forms Used Campus-Wide, the page numbers of the subsequent All-University Schedules have been changed.

Return to the Policies and Procedures Manuals home page.

Procedures and Forms – BPPM Revision Memo 214

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BPPM Revision Memorandum

August 7, 2002

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Two Hundred Fourteen

This BPPM revision includes the following changes:

Classification and Reclassification--Classified Staff 60.02

Departments are to use the Position Description form on 60.02.4-5 for classified staff positions only.

Position Review Request 60.03

HRS has updated the procedures for requesting position reviews for reclassification of classified staff positions and administrative/professional (A/P) positions.

Classification and Reclassification--Administrative/Professional Positions 60.06

This new section provides procedures for requesting classification or reclassification of administrative/professional positions.

Incentive Programs for Federal Travel 95.10

This section is removed to conform with updated Federal Travel Regulations.

Return to the Policies and Procedures Manuals home page.

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Procedures and Forms – BPPM Revision Memo 215

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BPPM Revision Memorandum

August 12, 2002

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Two Hundred Fifteen

This BPPM revision includes the following changes:

WSU Receipts 30.52

The Controller's Office has updated the instructions for completing the WSU Receipt and the Receipt Log Sheet.

Departments are not to enter confidential credit card information, e.g., name of credit card firm, credit card number, on the WSU Receipt.

Personal Services Contracts 70.50

This revision updates the requirements and procedures for requesting and issuing personal services contracts. The difference between a speaker (independent contractor) and an instructor (employee) is clarified.

Return to the Policies and Procedures Manuals home page.

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Procedures and Forms – BPPM Revision Memo 216

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BPPM Revision Memorandum

August 27, 2002

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Two Hundred Sixteen

This BPPM revision includes the following changes:

External Auditors 30.14

If an external auditor or investigator presents a business card, University personnel should request another form of identification, e.g., a driver's license.

Release Time for Training 60.72

Release time hours may not be used for academic classes. Human Resource Services has also clarified the definitions and requirements for use of release time for training. Faculty, Student, and Alumni Account Purchases 70.18

This revision updates the procedures for faculty, student, and alumni organizations to make purchases from WSU and non-WSU vendors.

Telecommunications Billing Detail and Summary Reports 80.42

The name of this section is changed from Telephone Charges Detail and Summary Reports.

This revision updates the review procedures and examples of the monthly billing detail and summary reports Information Technology sends to each department.

Return to the Policies and Procedures Manuals home page.

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Procedures and Forms – BPPM Revision Memo 217

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BPPM Revision Memorandum

September 10, 2002

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Two Hundred Seventeen

This BPPM revision includes the following changes:

All-University Records Retention Schedules: Student Records 90.01.50-51

The descriptions of the following records series have been updated:

Class Examinations, Answer Sheets, Papers, Assigments
Grade Books or Instructor's Grade Data

Motor Pool 95.35

Departments may pay for fuel purchases at a discount contract rate by using Voyager credit cards. This revision adds procedures for obtaining Voyager credit cards.

Motor Pool Rates 95.36

The Motor Pool has updated the rates for vehicle rentals.

Return to the Policies and Procedures Manuals home page.

Procedures and Forms – BPPM Revision Memo 218

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BPPM Revision Memorandum

September 20, 2002

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Two Hundred Eighteen

This BPPM revision includes the following change:

Printing Services 80.05

This revision updates the policy, requirements, and procedures for requesting printing and related production services.

Return to the Policies and Procedures Manuals home page.

Procedures and Forms – BPPM Revision Memo 219

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BPPM Revision Memorandum

September 23, 2002

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Two Hundred Nineteen

This BPPM revision includes the following change:

Filling a Classified Staff Position 60.18

Human Resource Services has updated the procedures for filling classified staff positions.

Return to the Policies and Procedures Manuals home page.

Procedures and Forms – BPPM Revision Memo 220

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BPPM Revision Memorandum

October 4, 2002

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Two Hundred Twenty

This BPPM revision includes the following changes:

Billing Receivables System (BRS) 30.57

After completing a Merchandise Credit Memorandum, a supervisor must sign the memorandum prior to online input of the credit into the BRS.

The Merchandise Credit Memorandum routing procedures are updated.

Travel Rates 95.19

Effective October 1, 2002, in accordance with Office of Financial Management (OFM) and federal regulations, travelers to certain high cost locations are noe eligible for up to $50 per day in meal reimbursement.

Return to the Policies and Procedures Manuals home page.

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Procedures and Forms – BPPM Revision Memo 221

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BPPM Revision Memorandum

November 19, 2002

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Two Hundred Twenty-One

This BPPM revision includes the following changes:

Establishing, Naming, and Terminating WSU Accounts 30.05

This revision updates the procedures for establishing, changing, and terminating projects and accounts. The definitions of budget, project, and subfund are also updated.

Personnel Action 60.25

Human Resource Services (HRS) has updated the list of tenure areas. HRS has also updated the description of documentation which departments are to attach to the Personnel Action Form when hiring new faculty.

Overtime-Eligible Employees 60.58

The title of this section is changed from Overtime--Classified Staff.

This revision updates the requirements for overtime-eligible faculty, administrative/professionals, and classified staff.

Relocation Expenses 70.30

The Office of State Procurement has implemented fees for processing relocation purchase orders and relocation purchase order cancellations which are charged to the hiring department.

The cost limit for requiring competitive bids for truck or trailer rental is raised from $800 to $8,000. Employees must select the lowest bid unless providing written reasons for not using that firm.

All-University Records Retention Schedules: Payroll and Personnel Records Used Campus-Wide 90.01.30-37

The record series titled Payroll Deduction Forms is added to the All-University Records Retention Schedules.

Retention of Electronic Mail 90.03

This new section provides guidelines for the retention of electronic mail.

Return to the Policies and Procedures Manuals home page.

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Procedures and Forms – BPPM Revision Memo 222

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BPPM Revision Memorandum

December 6, 2002

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Two Hundred Twenty-Two

This BPPM revision includes the following changes:

CougarCard 10.08

The CougarCard Center has updated the procedures for obtaining a CougarCard. The functions of the CougarCard are also updated.

Overdrafts 30.21

This revision updates the procedures for periodic review of sponsored accounts.

Preemployment Inquiry Guidelines 60.08

The Center for Human Rights has updated the examples of fair and unfair or illegal preemployment questions, in accordance with WAC 162-12-140.

Leave Report for Faculty and Administrative/Professional Employees 60.63

Human Resource Services (HRS) has updated the procedures for reporting leave for faculty and administrative/professional (A/P) employees who are not eligible for overtime. (Faculty and A/Ps who are eligible for overtime are directed to report hours on the Time Report. See 60.60.)

HRS has moved the leave policy information for all faculty and A/Ps to 60.64. (See below.)

By user request, a PDF version of the Leave Report is added on 60.63.13.

Faculty and Administrative/Professional Personnel Leave 60.64

This new section provides the leave regulations for faculty and administrative/professional personnel.

Tuition Waivers--Fall and Spring Semesters 60.70

This revision:

Excludes staff whose appointment was terminated prior to the first day of class from using the fee waiver,
Adds criteria for denying a request to attend an academic class, and
Adds distance degree courses to the list of excepted courses.

Training and Development 60.71

This revision incorporates the approved WSU HRS Training and Development Plan into this section.

State Travel Charge Card 95.03

Purchasing Services has added the Travel Charge Card Application to this section. (See the PDF form 95.03.3.)

Return to the Policies and Procedures Manuals home page.

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Procedures and Forms – BPPM Revision Memo 223

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BPPM Revision Memorandum

December 19, 2002

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number Two Hundred Twenty-Three

This BPPM revision includes the following changes:

Facilities and Administrative Costs 40.25

This revision updates the descriptions of support operations programs, the one rate and two rate calculation examples, and the approving authorities for proposal exceptions.

Purchasing Card 70.08

Departments may use purchasing cards to prepay conference registration fees.

Purchasing Advertising 70.39

This revision updates the requirements and procedures for departments to place advertisements with various media.

Travel Authority 95.05

Departments may choose to prepay conference registration fees by using departmental purchasing cards. NOTE: Departments may still request that Travel Services submit prepayment of conference registrations by completing Section 2 of the Travel Authority form.

Return to the Policies and Procedures Manuals home page.

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PURCHASING
70.39
Revised 12-02
Accounts Payable
335-2060
Purchasing
335-3541
PDF link

OVERVIEW

University departments placing advertisements with newspapers, magazines, radio or television stations, advertising publications, or other media are responsible for following procedures in this section.

An advertisement is a paid announcement intended to inform the public or attract public attention to a product, event, service, or job opening.

PROCEDURE

Use a purchasing card or Department Order to purchase advertising. See 70.08 and 70.07 for instructions.

If the anticipated cost of the advertising exceeds the purchasing card or Department Order limit, complete a Departmental Requisition. See 70.10.

Include With Order

Include the following on the order form or documentation:

Dates advertisement is to run.

Estimated price. Contact the vendor for an estimate.

Vendor's deadline for copy submittal.

In the vendor's address, include an attention line indicating "WSU Account Representative" and the applicable vendor department, e.g., Classified Advertising, Display Advertising.

Attach a copy of the advertising text to the Departmental Requisition.

Contracts

WSU has current advertising contracts with several newspapers. To view a list of current contracts, go to the Purchasing web site at:
http://purchasing.wsu.edu/

Select Advertising; then
Select Contracted Vendors

Position Advertisements

Faculty, Administrative Professional

Advertisements for faculty and administrative professional positions must be approved in advance by the Center for Human Rights.

All Positions

Each position advertisement must include one of the following statements:

"Washington State University encourages members of ethnic minorities, women, Vietnam era or disabled veterans, persons of disability and/or persons age 40 and over to apply."

"WSU is an equal opportunity/affirmative action educator and employer. Members of ethnic minorities, women, Vietnam-era or disabled veterans, persons of disability, and/or persons age 40 or over are encouraged to apply."

"WSU is an EEO/AA employer. Protected group members are encouraged to apply."

Verification

The department is responsible for ensuring that requested advertisements actually appear.

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BPPM Revision Memorandum

January 30, 2001

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number One Hundred Seventy-Six

This BPPM revision includes the following changes:

Archival Services 90.02

This revision expands the list of records that are potentially archivable.

Travel Rates 95.19

The mileage reimbursement rate for privately-owned vehicles is now $.345 per mile, effective January 1, 2001.

Return to the Policies and Procedures Manuals home page.

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BPPM Revision Memorandum

February 20, 2001

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number One Hundred Seventy-Seven

This BPPM revision includes the following changes:

Billing Receivables System (BRS) 30.57

The Accounts Receivable Management System (ARMS) is now called the Billing Receivables System.

All-University Records Retention Schedules: Accounting/Fiscal Records 90.01.15-20

The following records series have been updated or added to the All-University Records Retention Schedules:

Billing Receivables System (BRS)
Requests and Approvals for Write-Off of Uncollectible Accounts

All-University Records Retention Schedules: Payroll and Personnel Records Used Campus-Wide 90.01.29-35

The following records series have been updated or added to the All-University Records Retention Schedules:

Appointing Authority for Temporary Employment Appointments (WSU 1321)
Employment Record Request (WSU 1238)
Personnel Record Folders
Position Description (WSU 1360)
Position Identifying Description Changes (WSU 1265)
Position Questionnaire
Presentation/Training Development Files
Request for Temporary Schedule Change
Shared Leave--Donor Records
Shared Leave--Recipient Records
Time Report

All-University Records Retention Schedules: Purchasing Forms Used Campus-Wide 90.01.38-39

The form titled Equipment Request for Copying Equipment is now the Photocopier Equipment Request (WSU 1340).

Note to users who maintain paper copies of the BPPM: Because we added pages to the PDF version of the retention schedule for Accounting/Fiscal Records, the page numbers of the following All-University schedules have been changed.

Return to the Policies and Procedures Manuals home page.

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BPPM Revision Memorandum

February 27, 2001

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number One Hundred Seventy-Eight

This BPPM revision includes the following change:

Managing Vehicle Accident Losses 50.06

This revision updates the description of the Master State Vehicle Rental Agreement. This agreement provides for full coverage in the event of any loss or injury, including defense costs.

Table: WSU Cooperative Extension Offices Calendar Year 2001 Holiday Schedule 60.76.3-4

The calendar year 2000 holiday schedule for the WSU Cooperative Extension offices has been updated.

University Records--Retention and Disposition 90.01

University Recycling has updated procedures for preparing confidential records for shredding.

Return to the Policies and Procedures Manuals home page.

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BPPM Revision Memorandum

March 13, 2001

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number One Hundred Seventy-Nine

This BPPM revision includes the following change:

Property Inventory 20.50

This revision updates or adds the following:

Procedures for reviewing and changing department property inventory records.
Procedures for designating department equipment coordinators.
Information concerning the Departmental Data Download function of the PROPERTY application.
Options for transferring property to other institutions.

Also, the Inventory Control Report is updated. A PDF version of the form is added to page 20.50.14 and the paper copy distributed by Central Stores is discontinued.

Return to the Policies and Procedures Manuals home page.

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BPPM Revision Memorandum

April 3, 2001

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number One Hundred Eighty

This BPPM revision includes the following change:

Risk Management Responsility and Authority 50.05

This section has been removed. Executive Policy Six (EP6): Policy on Risk Management replaces this BPPM section.

Return to the Policies and Procedures Manuals home page.

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Use the following conventions to record Pullman addresses.

The University Name and Address File (UNAF) allows 25 spaces for a street address. The conventions in this section assist in editing addresses to conform to this limitation. See 90.70 for a description of UNAF.

Some Standard Abbreviations

Apartment APT

Circle CIR

Drive DR

Lane LN

Street ST

Street Directions

The Pullman address system divides the city into quadrants. Each quadrant corresponds generally to the Pullman hills: Military, College, Sunnyside, and Pioneer. All Pullman street addresses include a directional abbreviation that indicates the quadrant. They are SW, SE, NE, NW, E, W, S and N. The street address includes one of these directionals after the house number and before the name of the street.

Example

900 NE B ST

Residence Halls

WSU residence halls are an exception to the rule about street directions. The mailing address is a residence hall room number and the name of the residence hall on the first line. The second line of the the address must be P.O. Box 1700. The P.O. Box number is the same (1700) for all residence halls.

Complete the residence hall address with the name of the residence hall and the word Hall. Stephenson and McEachern residence halls also include either E, S or N.

Examples

STUDENT NAME
431 REGENTS HILL HALL
PO BOX 1700
PULLMAN WA 99163-1700 STUDENT NAME
232 STEPHENSON HALL S
PO BOX 1700
PULLMAN WA 99163-1700

Sororities and Fraternities

Addresses for WSU's sororities and fraternities follow the same convention as other Pullman street addresses.

Examples

STUDENT NAME
DELTA SIGMA PHI
635 NE OAK ST
PULLMAN WA 99163-4193 STUDENT NAME
KAPPA KAPPA GAMMA
800 NE CAMPUS ST
PULLMAN WA 99163-4291

Apartments

The USPS has assigned street addresses to the apartment complexes in Pullman. Both the street number and the apartment number are needed in the mailing address.

Enter the apartment number after the street address.

Examples

Correct Incomplete

1920 NE TERRE VIEW APT 123 Campus Commons N

1405 NE MERMAN DR APT 123 Campus Commons S

1540 NE MERMAN DR APT 100 North Campus Heights

1560 NE MERMAN DR APT 200 North Campus Heights

1580 NE MERMAN DR APT 301 North Campus Heights

1400 NE VALLEY RD BLDG K4 Kamiak Apts

1630 NE VALLEY RD APT W204 W204 Steptoe Vlg

710 SE CHINOOK DR APT Q48 Q48 Chinook Vlg

2025 NE TERRE VIEW DR APT L31 L31 Chief Joseph Vlg

1401 NE MERMAN DR APT 102 102 Terrace

Post Office Boxes

The Pullman Post Office, located on the Lewiston Highway, has up to three-digit post office box numbers. The College Station Post Office, located in the Compton Union Building has boxes with four-digit numbers.

Mail Codes/ZIP + 4

WSU Pullman utilizes the ZIP + 4 system of the U.S. Postal Service. The correct location of this mail code depends on whether the mail is interdepartmental or part of the U. S. Postal system.

Example

Interdepartmental Address U. S. Postal System Address

Department of Geology
Mail Code 2812 DEPARTMENT OF GEOLOGY
WASHINGTON STATE UNIVERSITY
PO BOX 642812
PULLMAN WA 99164-2812

NOTE: WSU Pullman departmental addresses include a PO box. The PO box number is comprised of a leading 64 followed by the mail code.

ZIP Codes

Pullman has three ZIP codes:

99164

WSU Pullman business offices: The U. S. Postal Service delivers all mail with a 99164 ZIP code to Mailing Services, University Publishing, Cooper Publications Building, for distribution with the campus mail.

99165

College Station post office boxes: The U. S. Postal Service delivers all mail with a 99165 ZIP code to the College Station Post Office, located in the Compton Union Building.

99163

Residence halls: The U.S. Postal Service, Pullman office, delivers residence hall mail with a 99163 ZIP code to WSU Mailing Services. WSU Mailing Services delivers residence hall mail to the hall and room number on the piece of mail.

Fraternities, sororities, rest of Pullman: The U. S. Postal Service, Pullman Office, delivers mail with a 99163 ZIP code to the address on the piece of mail.

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BPPM Revision Memorandum

April 20, 2001

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number One Hundred Eighty-One

This BPPM revision includes the following changes:

WSU Organization 10.01

Copies of the organization charts are available upon request from the President's Office.

Personnel Action 60.25

Human Resource Services has updated the form completion and routing instructions.

Addressing Pullman Mail 80.19

Central Receiving/Student Mail Service processes and delivers mail for students living in residence halls.

Return to the Policies and Procedures Manuals home page.

10.01_WSU_Organization.htm

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ORGANIZATION
10.01
Revised 4-01
President's Office
335-4200 PDF link

CHART

Washington State University's organization structure is described in charts which are maintained in the President's Office.

Copies of the University's organization charts are available upon request from the President's Office in French Administration 422; telephone 335-4200.

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BPPM Revision Memorandum

April 26, 2001

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number One Hundred Eighty-Two

This BPPM revision includes the following new sections:

Summary of Ethics Law and Policies 10.21

This new section provides a summary of the Washington State Ethics Law and provides cross-references to related WSU policies and procedures.

Personal Use of University Resources 20.37

A University employee may not use state resources under her or his official control, direction, or custody for private benefit or gain of the employee or any other person.

Return to the Policies and Procedures Manuals home page.

10.21_Summary_of_Ethics_Law_and_Policies.htm

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ORGANIZATION
10.21
NEW 4-01
Internal Auditor
335-2001 PDF link

OVERVIEW

This section provides a brief summary of applicable elements of the Washington State Ethics Law (RCW 42.52) and provides cross references to related University policies and procedures.

State Executive Ethics Board

For a complete description and interpretation of the Law, refer to the Executive Ethics Board web site at:
http://ethics.wa.gov/

Internal Audit Office

For information regarding ethics-related issues, contact the Internal Audit Office; telephone 335-2001. See 10.22.

APPLICABILITY

The Ethics Law applies to all University employees and officers.

SELECTED ETHICS LAW PROVISIONS

The following provides a brief summary of pertinent items from the Ethics Law.

NOTE: Because many provisions of the Ethics Law have conditional exceptions, readers should review, in entirety, any provision of interest.

If an employee has questions about any particular item, he or she should review the law and contact the Internal Audit Office.

For convenience, some related University policies and procedures are also referenced. NOTE: Any single referenced policy or procedure may only deal with a limited aspect of the specified legal provision.

Activities Incompatible with Public Duties (RCW 42.52.020)

A University employee may not have an interest in or engage in an activity that is in conflict with the proper discharge of his or her official duties.

Related Policies/Procedures

Nepotism, 60.14

University Purchases from State Employees, 70.15.

Financial Interests in Transactions (RCW 42.52.030)

A University employee may not have a beneficial interest in a contract, sale, lease, purchase, or grant that may be made through, or is under the supervision of the employee.

Related Policies/Procedures

University Purchases from State Employees, 70.15.

Conflict of Interest Policy, OGRD Memorandum #3

Assisting in Transactions (RCW 42.52.040)

Except in the course of performing official duties, a University employee may not assist another person, directly or indirectly, whether or not for compensation, in a transaction involving the state: (a) in which the employee has at any time participated; or (b) if the transaction involving the state is or has been under the official responsibility of the employee within a period of two years preceding such assistance. A University employee may not share in compensation received by another for assistance that the employee is prohibited from providing by law.

Related Policy/Procedure

University Purchases from State Employees, 70.15.

Confidential Information (RCW 42.52.050)

A University employee may not disclose confidential information to unauthorized persons or use confidential information for personal benefit or the benefit of others.

Related Policy/Procedure

Release of Public Records, 90.05

Special Privileges (RCW 42.52.070)

Except as required to perform duties within the scope of employment, a University employee may not use his or her position to secure special privileges or exemptions for himself or herself, or his or her spouse, child, parents, or other persons.

Related Policy/Procedure

University Purchases from State Employees, 70.15.

Employment After Public Service (RCW 42.52.080)

There are statutory limitations which restrict employment of University employees after they leave state employment.

Related Policy/Procedure

Personal Services Contracts, 70.50

Compensation for Official Duties or Nonperformance (RCW 42.52.110)

A University employee may not ask for, give, or receive, or agree to receive compensation, gift, reward, or gratuity for performing or deferring the performance of official state duties except as permitted by the State or by law.

Compensation for Outside Activities (RCW 42.52.120)

A University employee may not receive any thing of economic value under any contract or grant outside of his or her official duties, except as permitted by law.

Related Policies/Procedures

Policy on Compensated Outside Service by Faculty Members, Faculty Manual Section IV. D

Extended Professional Activities, Faculty Manual Section IV. E

Compensated Outside Service and Extended Professional Activities by Faculty, 60.44

University Purchases from State Employees, 70.15.

Honoraria (RCW 42.52.130)

A University employee may not receive an honorarium unless specifically authorized by WSU and receipt is consistent with applicable laws.

Related Policy/Procedure

Honoraria, Faculty Manual, II D. 3.

Gifts (RCW 42.52.140)

A University employee may not receive, accept, take, seek, or solicit, directly or indirectly, gifts that reasonably appear to influence the performance or nonperformance of official duties.

Limitations on Gifts (RCW 42.52.150)

A University employee may not accept gifts with an aggregate value in excess of fifty dollars from a single source in a calendar year or a single gift from multiple sources with a value in excess of fifty dollars.

The following items may be accepted without regard to the limit: unsolicited flowers, plants, and floral arrangements; unsolicited advertising or promotional items of nominal value, such as pens and note pads; unsolicited tokens or awards of appreciation in the form of a plaque, trophy, desk item, wall memento, or similar item; unsolicited items received by an employee for the purpose of evaluation or review; informational material, publications, or subscriptions related to the recipient's performance of official duties; food and beverages consumed at hosted receptions where attendance is related to official duties; admission to, and the cost of food and beverages consumed at, events sponsored by or in conjunction with a civic, charitable, governmental, or community organization; and unsolicited gifts from dignitaries from another state or a foreign country that are intended to be personal in nature.

An employee having regulatory responsibilities or responsibilities for initiating University contracts has a more stringent set of rules. See RCW 42.52.150(4).

An employee receiving gifts in the form of food and beverages that exceed fifty dollars on a single occasion must report the gift in accordance with RCW 42.17.170(2)(f).

Use of Resources for Private Gain (RCW 42.52.160) (WAC 292-110-010)

A University employee may not employ or use any person, money, or property under the officer's or employee's official control or direction, or in his or her official custody, for the private benefit or gain of the employee, or another.

Related Policies/Procedures

Use of University Property, 20.35

Personal Use of University Resources, 20.37

Electronic Communication Policy, Executive Policy Manual EP4

Giving, Paying, Loaning Any Thing of Economic Value to State Employee (RCW 42.52.170)

No person shall give, pay, loan, transfer, or deliver, directly or indirectly, to any other person any thing of economic value if receipt constitutes a violation of RCW 42.52.040, 42.52.110, 42.52.120, 42.52.140, or 42.52.150.

Use of Public Resources for Political Campaigns (RCW 42.52.180)

A University employee may not use or authorize the use of University facilities directly or indirectly, for the purpose of assisting a campaign for election of a person to an office or for the promotion of or opposition to a ballot proposition.

Related Policies/Procedures

Use of University Property, 20.35

Political Activity of WSU Employees, 60.90

Reporting State Lobbying Activity, 10.25

Reporting Federal Lobbying Activity, 10.26

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BPPM Revision Memorandum

April 27, 2001

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number One Hundred Eighty-Three

This BPPM revision includes the following changes:

Use of Washington State University Name and Trademarks 35.10

The name of this section is changed from Use of the Name--Washington State University.

This revision updates the requirements for use of University stationery and use of the name Washington State University on private consulting/services reports or statements. The Trademark Licensing Office has added information concerning the WSU Trademark Program, including commercial use definitions, restrictions, and exempted activities.

Purchasing Card 70.08

Each purchase must be supported by an itemized receipt, invoice, packing slip from the vendor, or itemized web confirmation.

Accessing Administrative Information Systems 80.33

Information Technology has added procedures for departments to obtain the TN3270 software from the University's FTP web site. TN3270 is the program used to access the AIS.

Telephone Dialing Procedures 80.44

The Information Technology Phone Desk has added five-digit dialing instructions for WSU Puyallup, WSU Olympia, and WSU Prosser.

Foreign Travel 95.15

This revision removes the University requirement for dean's prior approval for foreign travel. Also, the approving administrator is no longer required to use alternative support funding before using state-appropriated monies for foreign travel.

Return to the Policies and Procedures Manuals home page.

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Procedures and Forms – BPPM Revision Memo 184

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BPPM Revision Memorandum

May 3, 2001

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number One Hundred Eighty-Four

This BPPM revision includes the following changes:

Expenditure Transfers Between Funding Sources 30.25

The Sponsored Projects Finance Office has updated the requirements for reporting exceptions to the 90-day deadline for sponsored project account expenditure transfers.

Faculty Timecard 60.42

Faculty timecard employees may be eligible for employee insurance benefits. New temporary faculty employees must have adjunct appointments. Personal Holiday 60.77

A personal holiday may be split if the employee is donating the personal holiday hours to shared leave.

Motor Pool 95.35

This revision includes the following changes:

Updated procedures and requirements for scheduling, releasing, and returning rental vehicles to the WSU Pullman Motor Pool and non-Pullman motor pool departments.
Updated procedures for on-the-road service.
Departments are responsible for fuel purchases.
Vehicles are to be maintained by Motor Pool or campus motor pool personnel or local vendors, unless departments have staff available who are appropriately classified and qualified to perform vehicle maintenance.
Departments are required to have emissions testing, as required, and annual safety inspections for each vehicle.

Return to the Policies and Procedures Manuals home page.

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Procedures and Forms – BPPM Revision Memo 185

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BPPM Revision Memorandum

May 29, 2001

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number One Hundred Eighty-Five

This BPPM revision includes the following changes:

Ethnic Origin Definitions 60.35

This revision updates the descriptions of ethnic origin definitions.

Funding Research Project Equipment Maintenance 80.58

When equipment is purchased and installed in a building primarily to support a research project or grant, the research project or department is responsible for supporting equipment maintenance. Facilities Operations provides maintenance support for such equipment on a recharge basis.

All-University Records Retention Schedules: Safety Records 90.01.41-43

The Accidental Injury or Occupational Illness Report is now called the Incident Report (WSU 1131). The retention periods for this record series have not changed.

Return to the Policies and Procedures Manuals home page.

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BPPM Revision Memorandum

June 21, 2001

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number One Hundred Eighty-Six

This BPPM revision includes the following changes:

Shared Leave 60.43

Responsibility for the shared leave program has been moved from Benefits and Payroll Services to Human Resource Services. The administration of the Shared Leave Committee is also updated.

Human Resource Services has also updated the Application to Receive Shared Leave and the Donation of Shared Leave Hours forms.

Computing Procedure Numbers 80.35

The Information Technology Finance Office is adding a PDF version of the Procedure Number Application to the online BPPM. The form instructions and routing procedures are also updated.

Return to the Policies and Procedures Manuals home page.

80.35_Computing_Procedure_Numbers.htm

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This section has moved to a new BPPM chapter. You will be automatically redirected to the section's new location at:

http://www.wsu.edu/~forms/HTML/BPPM/85_Computing_and_Telecommunications/85.35_Computing_Procedure_Numbers.htm

If you are not redirected within 5 seconds, click the hyperlink above.

Please update your bookmarks.

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Procedures and Forms – BPPM Revision Memo 187

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BPPM Revision Memorandum

June 28, 2001

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number One Hundred Eighty-Seven

This BPPM revision includes the following changes:

Cash Advances 40.21

For advances which are exchanged for foreign currency, the exchange rate at the time of conversion is applied until the total amount of the advance has been liquidated.

Biographical Data for Faculty 60.13

This revision deletes the requirement to prepare Biographical Data Sheets for administrative/professional employees. Only faculty are required to prepare and submit Biographical Data Sheets for personnel files.

Instructional Support Services 80.13

Effective July 1, 2001, the Instructional Support Services (ISS) division of Information Technology no longer offers computer equipment maintenance and repair services.

Computer Maintenance and Repair Services 80.70

This section is removed.

ISS is discontinuing computer equipment maintenance and repair services, effective July 1, 2001.

Return to the Policies and Procedures Manuals home page.

40.21_Cash_Advances.htm

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http://www.wsu.edu/~forms/HTML/BPPM/40_Sponsored_Agreements/40.21_Cash_Advances.htm

If you are not redirected within 5 seconds, click the hyperlink above.

Please update your bookmarks.

Procedures and Forms – BPPM Revision Memo 188

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BPPM Revision Memorandum

July 5, 2001

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number One Hundred Eighty-Eight

This BPPM revision includes the following change:

Toll Call Authorization 80.41

The Information Technology Phone Desk has added a PDF version of the Toll Call Authorization form to the online BPPM. See 80.41.3.

The IT Phone Desk has also updated the toll call charges information and the procedures for requesting toll call authorization.

Return to the Policies and Procedures Manuals home page.

50.11_Certificate_of_Insurance.htm

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Occasionally, the University must provide evidence of insurance coverage to third parties. Such evidence is generally called a Certificate of Insurance. The third party may be named as additional insured under WSU's self-insurance program or other insurance policies. See also EP6: Policy on Risk Management.

WSU's liability for the negligent acts of its employees is covered through the State of Washington Self-Insurance Liability Program (RCW 4.92, et. seq.) administered by the state's Office of Financial Management (OFM), Division of Risk Management (DRM). The coverage only applies when non-University employees or their property are injured or damaged due to the negligence of a WSU employee or agent. In order for the coverage to apply, the employee or agent must be acting in good faith on behalf of WSU and within the scope of the duties assigned to the individual by WSU at the time the loss occurs.

The WSU Office of Risk Management and Insurance processes and submits all University requests for Certificates of Insurance to the DRM for issuance.

Event, Function, Provision of Services, or Use of Facility

When a WSU department holds an official event, function, provides services, or otherwise uses an organization's facility for official purposes, that organization may require evidence of insurance coverage obtained by the University.

Student-Sponsored Events

Student-sponsored events are excluded from WSU's liability insurance. The DRM does not issue certificates of insurance for such activities.

REQUEST FOR CERTIFICATE OF INSURANCE

To obtain a Certificate of Insurance, complete and submit a Request for Certificate of Insurance to the Office of Risk Management and Insurance. Print the master form on 50.11.3 or complete onscreen and print.

Required Information

Include the following information on the Request for Certificate of Insurance:

Requesting Department

Enter the requesting department name, address, telephone and fax numbers, e-mail address, and the name of the primary contact individual.

Third Party

Enter the third party organization name, address, telephone and fax numbers, e-mail address, and the name of the primary contact individual.

Period of Insurance Coverage

Enter the beginning and ending dates and times of the event, function, provision of services, or facility use.

Location

Enter the location or site where the event or provision of services will occur.

Description

Enter a brief description of the event, function, provision of services, or facility use.

Attach Agreement

Attach a complete copy of the contractual agreement applicable to the event, function, provision of services, or facility use.

RECEIVING CERTIFICATE

The Washington Division of Risk Management sends the original of the certificate directly to the third party and a copy to the Office of Risk Management and Insurance.

See the PDF master form:
50.11.3: Request for Certificate of Insurance
Complete and/or print as needed

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BPPM Revision Memorandum

July 16, 2001

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number One Hundred Eighty-Nine

This BPPM revision includes the following changes:

Form: Inventory Control Report 20.50.14

A department must include fund, subfund, program, budget, project, source, and subsource coding on the Inventory Control Report for transfer or consignment of equipment to Surplus Stores.

Surplus Stores 20.76

This revision makes the following changes to this section:

Surplus Stores has updated the procedures for completing the Inventory Control Report when submitting items to Surplus Stores.
Surplus Stores has added billing and collection cost information for transfers of property to other universities is added.
Departments are not to send hazardous items or materials to Surplus Stores.

Certificate of Insurance 50.11

Occasionally, the University must provide evidence of insurance coverage to third parties. This new section covers departmental procedures for obtaining such evidence, which is generally called a Certificate of Insurance.

Departmental Requisition 70.10

This revision updates requirements for completing and obtaining prior approval for the Department Requisition. Also, we have added a link to an automated FileMaker version the form.

Return to the Policies and Procedures Manuals home page.

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BPPM Revision Memorandum

July 20, 2001

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number One Hundred Ninety

This BPPM revision includes the following change:

Workplace Violence 50.30

This new section provides a policy regarding workplace violence and procedures for responding to and reporting incidents.

Return to the Policies and Procedures Manuals home page.

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Procedures and Forms – BPPM Revision Memo 191

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BPPM Revision Memorandum

August 8, 2001

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number One Hundred Ninety-One

This BPPM revision includes the following changes:

Cash Registers 30.59

This new section provides requirements for cash register use and procedures for balancing and reconciling cash register activity.

Shared Leave 60.43

This revision updates the composition of the Shared Leave Committee.

All-University Records Retention Schedules: Accounting/Fiscal Records 90.01.15-20

The records series, Cash Register Reconciliation Records, has been added to the All-University Records Retention Schedules.

Return to the Policies and Procedures Manuals home page.

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BPPM Revision Memorandum

August 16, 2001

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number One Hundred Ninety-Two

This BPPM revision includes the following changes:

Payment Upon Separation of Employment 55.49

This revision includes several requested changes:

Overtime-eligible faculty and administrative/professional employees, as well as classified staff, are eligible for compensatory time.
Human Resource Services enters leave hours on Personnel Action Forms for terminating employees after the leave record audit.
Separating employees may change addresses using the web application; a link is included.
The retirement date for an academic-year faculty member is December 31 or May 15.
Information concerning the VEBA MEP post-retirement tax-free medical expense reimbursement program is added.

Tuition Waivers--Fall and Spring Semesters 60.70

The Registrar's Office has made the following changes to this section:

At all campuses except WSU Vancouver, an employee obtains the instructor's signature on the Tuition Fee Waiver form to audit a class, to enter an impacted class, or to enter a class after the fifth day of instruction.
The Permit to Audit Lecture Course Card has been discontinued for all campuses except WSU Vancouver.
An employee may not obtain the instructor's signature until the first day of instruction.
The Registrar's Office will not accept Tuition Fee Waiver Requests until the first day of instruction.

Return to the Policies and Procedures Manuals home page.

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BPPM Revision Memorandum

August 28, 2001

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number One Hundred Ninety-Three

This BPPM revision includes the following changes:

General Purchasing Information 70.01

This revision includes several routine updates that bring the section into conformance with current federal regulations and University procedures.

Purchasing Card 70.08

Purchasing has updated the lists of prohibited items and prohibited types of transactions.

Acquisition of Computer Equipment, Services, or Software 70.24

This revision updates University policy and procedures for purchasing computer equipment, services, or software.

Return to the Policies and Procedures Manuals home page.

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Procedures and Forms – BPPM Revision Memo 194

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BPPM Revision Memorandum

August 31, 2001

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number One Hundred Ninety-Four

This BPPM revision includes the following changes:

Staffing During Emergency Closures 60.40

This revision updates the staffing requirements for suspended operations. The updated procedures also describe how employees account for hours not worked due to inclement weather or suspended operations.

The title of this section has been changed from Staffing During Suspended Operations and Reporting Hours Worked and Not Worked.

Rental of University Apartments to WSU Employees 60.75

If space is available after all student housing assignments have been made, Housing Services may offer University apartments to WSU employees who require housing.

Return to the Policies and Procedures Manuals home page.

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BPPM Revision Memorandum

October 2, 2001

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number One Hundred Ninety-Five

This BPPM revision includes the following changes:

Delegation of Appointing Authority 60.10

This revision updates the descriptions of delegation of authority by employment type and the procedures for requesting delegation of authority.

Selecting Faculty and Administrative/Professional Personnel 60.11

The Provost's Office, Human Resource Services, and the Center for Human Rights have updated the procedures for making official offers of employment to faculty and A/Ps and the procedures for documenting faculty and A/P appointments.

Personnel Action 60.25

This revision updates the procedures for routing the Personnel Action Form and applicable attachments when hiring faculty and administrative/professional employees.

Return to the Policies and Procedures Manuals home page.

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Procedures and Forms – BPPM Revision Memo 196

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BPPM Revision Memorandum

November 9, 2001

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number One Hundred Ninety-Six

This BPPM revision includes the following changes:

Introduction to the Business Policies and Procedures Manual 00.01

This update adds a review procedure for sections which have not been revised in over three years.

Selecting Faculty and Administrative/Professional Personnel 60.11

The Provost's Office has updated the faculty search procedures for processing references when telephone reference checks are conducted.

Instructional Support Services 80.13

Instructional Support Services (ISS) has revised the media-related services available to non-catalog course users. Also, ISS has updated the video services available to all users.

Return to the Policies and Procedures Manuals home page.

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80.41_Toll_Call_Authorization.htm

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This section has moved to a new BPPM chapter. You will be automatically redirected to the section's new location at:

http://www.wsu.edu/~forms/HTML/BPPM/85_Computing_and_Telecommunications/85.41_Toll_Call_Authorization.htm

If you are not redirected within 5 seconds, click the hyperlink above.

Please update your bookmarks.

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BPPM Revision Memorandum

November 27, 2001

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number One Hundred Ninety-Seven

This BPPM revision includes the following changes:

Commercial Bank Accounts 30.65

This revision updates the requirements, restrictions, procedures and final approval authority for establishing commercial bank accounts.

New Employee Orientation 60.17

Human Resource Services has updated the scheduling information for new employee orientation sessions and the procedures for reporting employee attendance at orientation sessions.

Telephone/Network Installation and Repair 80.39

When completing a request for telecommunications services, the user is directed to also complete and submit a Toll Call Authorization if requesting a calling card or long distance user authorization code. See 80.41.

Return to the Policies and Procedures Manuals home page.

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Procedures and Forms – BPPM Revision Memo 198

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BPPM Revision Memorandum

November 29, 2001

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number One Hundred Ninety-Eight

This BPPM revision includes the following changes:

University Records--Retention and Disposition 90.01

This revision adds a description of essential records, which are noted in the Remarks column on University records retention schedules in accordance with State Records Committee recommendations.

All-University Records Retention Schedules:

The State Records Committee has established, revised, or added remarks to the following records series:

Administrative--Executive Level Records (Dean and above) 90.01.10-11

Major Administrative Studies and Operational Plans
Minutes and Files of Policy-Setting Meetings
Official Correspondence
Papers of Executive Direction

Administrative--General Office Records 90.01.12-14

Administrative Materials with No Retention Value
Electronic Mail (E-Mail) Retention
Routine General Office Policies and Procedures
Routine Operational Plans

Accounting/Fiscal Records 90.01.15-20

Billing Receivables System (BRS)
Cashier Receipts
Contracts for Purchases, Purchased Services, Leases or Rentals
Federal Excess Property File
Information Technology Billing Report and Usage Report
Journal Voucher
Personal Service Contracts

Information Services Records 90.01.21-25

Computer Usage Files
Data Documentation
Data Processing Operating Procedures
Disaster Preparedness and Recovery Plans
Finding Aids, Indexes and Tracking Systems
Input Documents
Network Usage Files
Operating System Hardware Conversion Plan
Program Listing and Source Code
Summary Computer Usage Report
System and Database Backup Files
System Documentation
System Specifications
System Users Access Files
Systems and Applications Development
Technical Program Documentation
Year 2000 Project Files

Legal Files 90.01.27

Attorney General Letters
Attorney General Opinions
Attorney General's Case Files--University Copy
Legal Issue Files

Mail Services Records 90.01.28-29

Postage Meter Records

Payroll and Personnel Records Used Campus-Wide 90.01.30-37

Applications/Resumes Received--Not Solicited or Interviewed
Employee Performance Evaluation Supporting Documents
Personnel Complaints, Exonerated
Personnel Complaints Supporting Documents
Personnel Record Folders
Reports of Personnel Complaints--Upheld
Volunteer Files

Public Affairs and Public Disclosure Records 90.01.39

Newsletters and Bulletins, Internal and External
Press Releases

Purchasing Forms Used Campus-Wide 90.01.40-41

Vendor Payment File

Records Management Files 90.01.42

Record Transmittal Forms
Records Retention Schedule, SSA-53B

Safety Records 90.01.43-45

Chemical Spill Management Records
Hazard Communication Records
Incident Report (WSU 1131)
Medical Surveillance Files

Student Records 90.01.47-48

Student Transcripts

Note to users who maintain paper copies of the BPPM: Because we added pages to the PDF version of the retention schedule for Legal Files and Payroll and Personnel Records Used Campus-Wide, the page numbers of the subsequent All-University Schedules have been changed.

Return to the Policies and Procedures Manuals home page.

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BPPM Revision Memorandum

December 4, 2001

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number One Hundred Ninety-Nine

This BPPM revision includes the following changes:

Delegation of Contractual Authority 10.10

All delegations must come directly from the President. The Office of Business Affairs prepares delegation letters and maintains delegation files.

Real Property Management 20.45

This revision describes the functions and responsibilities of the Real Estate Office and Real Estate Council.

Interdepartmental Requisition and Invoice (IRI) 70.05

The Controller's Office has updated this section to bring the information into conformance with current practices.

Interdepartmental Blanket Requisitions 70.06

The Controller's Office has updated this section to bring the information into conformance with current practices.

Return to the Policies and Procedures Manuals home page.

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BPPM Revision Memorandum

January 3, 2000

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number One Hundred Fifty-Four

This BPPM revision includes the following changes:

Travel Rates 95.19

This revision makes the following changes, effective January 1, 2000, as per the Office of Financial Management:

The mileage reimbursement rate for privately-owned vehicles is raised to $.325 per mile.
The mileage reimbursement rate for privately-owned aircraft is raised to $.88 per mile.
The mileage reimbursement rate for privately-owned motorcycles is raised to $.26 per mile.
The daily non-high cost lodging rate is raised to $55.00.

Return to the Policies and Procedures Manuals home page.

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Procedures and Forms – BPPM Revision Memo 155

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BPPM Revision Memorandum

February 1, 2000

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number One Hundred Fifty-Five

This BPPM revision includes the following changes:

Correcting a Social Security Number 55.05

This revision updates the procedure for correcting an incorrect or missing social security number.

Payroll Services has removed the Social Security Number Correction form from the BPPM.

Departmental Payroll Processing 55.22

This revision clarifies the explanations of the Payroll Expenditure Audit Report (PEAR) certification screens and provides procedures for correcting employee social security numbers. Payroll Services has added several new earnings type codes.

Classified Staff Leave 60.57

This revision brings this section into conformance with the Washington Administrative Code (WAC), current WSU practices, and the current bereavement leave policy.

Receipt, Inspection, and Acceptance of Purchased Goods 70.14

Receiving, Delivery, and Shipping (RD&S) has updated the procedures for the receiving and accepting shipments. Departments are to promptly notify RD&S by telephone or e-mail when directly receiving orders not processed through RD&S. Prompt reporting ensures that invoices are paid in a timely manner.

Return to the Policies and Procedures Manuals home page.

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SIGNIFICANCE OF SSN

The social security number must be correct to credit the employer's and the employee's contribution and service quarters to the employee's Social Security account.

The social security number is the payroll control number.

The social security number provides identification for students, vendors, and other WSU associates.

CORRECTION

Occasionally, a social security number is incorrect on a payroll, personnel, or student file or some other WSU record. Departments are to provide correct social security numbers and add social security numbers where they are missing.

Copy of Social Security Card

Submit a copy of the social security card to Payroll Services. Payroll Services requires a copy of the social security card to verify the number prior to making a correction.

The Payroll Director may waive this requirement if the director is satisfied that the information otherwise submitted is correct.

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BPPM Revision Memorandum

February 11, 2000

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number One Hundred Fifty-Six

This BPPM revision includes the following changes:

Payroll Expenditure Audit Report 55.28

This revision updates the procedures for reviewing and certifying the Payroll Expenditure Audit Report (PEAR). Payroll Services has also added several new earnings type codes.

Return to the Policies and Procedures Manuals home page.

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Procedures and Forms – BPPM Revision Memo 157

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BPPM Revision Memorandum

February 28, 2000

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number One Hundred Fifty-Seven

This BPPM revision includes the following changes:

PDF versions of the following forms have been added to the BPPM:

Form: Employee Performance Evaluation 60.55.5-6
Form: Annual Review: Administrative/Professional Employees 60.55.7

Quick Purchase Order 70.17

This revision adds instructions for notifying Receiving, Delivery, and Shipping (RD&S) when orders are sent directly to or picked up by the department.

Return to the Policies and Procedures Manuals home page.

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Procedures and Forms – BPPM Revision Memo 158

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BPPM Revision Memorandum

March 15, 2000

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number One Hundred Fifty-Eight

This BPPM revision includes the following changes:

Departmental Inventory System 20.51

The procedure for tracking items previously dropped from the University-wide inventory system has been modified.

Departmental Storage Available at General Storage Building 20.75

This revision adds chemicals and records to the list of restricted items.

Acquiring Equipment Under Federal Agreements 40.12

The Sponsored Projects Finance Office has updated the information about acquisition of equipment when subcontracts are involved.

Layoff--Classified Staff 60.37

This revision clarifies the definition of and procedures for handling layoffs for classified staff. The benefits provisions and employee procedures have been updated. This revision also includes the current organization of the University's layoff units.

Courtesy Appointments and Reappointments 60.45

This section has been removed.

Meals and Lodging 95.06

This revision adds IRS tax requirements for non-overnight travel meals.

Motor Pool 95.35

The Motor Pool no longer offers bus rental services. The Motor Pool has updated the procedures for scheduling motor pool vehicles. Restrictions have been added to the procedures for making credit card payments for routine vehicle services while on the road. The Motor Pool office has also added criteria for obtaining half-day (reduced) rates for 8- and 15-passenger vans.

The Vehicle Request/Justification form is modified to allow entry of the name and e-mail address of the person responsible for maintaining the vehicle.

Return to the Policies and Procedures Manuals home page.

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BPPM Revision Memorandum

March 23, 2000

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number One Hundred Fifty-Nine

This BPPM revision includes the following changes:

Special Course Fees 30.95

This section provides a process for establishing and changing special course fees. Class instructors are not to avoid this process by selling class-related items directly to students.

All-University Records Retention Schedules: Safety Records 90.01.38-40

Retention requirements have been added for the following types of records:

Chemical Spill Management Records
Hazard Communication Records

General Travel Policies 95.01

This revision updates information concerning traveler responsibilities and criteria for approving travel, in accordance with the State Administrative and Accounting Manual (SAAM).

Return to the Policies and Procedures Manuals home page.

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BPPM Revision Memorandum

April 24, 2000

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number One Hundred Sixty

This BPPM revision includes the following changes:

Performance Evaluations 60.55

This revision clarifies the sources of reference and instruction information for the annual review of administrative and professional personnel.

Table: Fiscal Year 2000-2003 Holiday Schedule 60.76.2

Human Resource Services has updated the holiday schedule for fiscal years 2000-2003 for the WSU Pullman campus, branch campuses, and research centers/units.

Table: WSU Cooperative Extension Offices Calendar Year 2000 Holiday Schedule 60.76.3-4

The calendar year 2000 holiday schedule for the WSU Cooperative Extension offices has been updated.

Return to the Policies and Procedures Manuals home page.

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80.39_Telephone-Network_Installation_and_Repair.htm

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This section has moved to a new BPPM chapter. You will be automatically redirected to the section's new location at:

http://www.wsu.edu/~forms/HTML/BPPM/85_Computing_and_Telecommunications/85.39_Telephone-Network_Installation_and_Repair.htm

If you are not redirected within 5 seconds, click the hyperlink above.

Please update your bookmarks.

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BPPM Revision Memorandum

May 1, 2000

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number One Hundred Sixty-One

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BPPM Revision Memorandum

May 23, 2000

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number One Hundred Sixty-Two

This BPPM revision includes the following changes:

Till Cash Funds 30.51

Departments maintaining till cash funds must respond promptly to periodic confirmation memorandums from the Controller's Office.

Fiscal Year-End Expenditure Deadlines 70.04

The title of this section is changed from Expenditure Deadlines for State-Appropriated Monies.

The Budget Office and the Controller's Office are making the following changes to this section:

New information concerning spending limits and carry forward.
Departments are directed to the Controller's fiscal year-end memorandum for documentation filing deadlines.
Departments are reminded to comply with the bid process for purchases over $2,500.
Administrators are reminded that negative carry forwards are not permitted.

Freight Discount Contracts 80.28

This new section provides procedures for getting shipping cost discounts by using WSU's preferred freight carriers.

Telephone Charges Detail and Summary Reports 80.42

The name of this section is changed from Telephone Usage Report. Information Technology is updating the procedures for reviewing the monthly billing reports for telephone and Ethernet usage.

All-University Records Retention Schedules:

The State Records Committee has established or revised the retention periods for the following records series:

Administrative--Executive Level Records (Dean and above) 90.01.10-11

Official Appointment Records
Quality Improvement Documentation

Administrative--General Office Records 90.01.12-14

Calendars, Appointment Books, Routine Telephone Logs
Complaints, Policy or Procedural
Minutes and Files of General Office Meetings
Minutes and Files of Policy-Setting Meetings

Information Services Records 90.01.20-24

Year 2000 Project Files

Payroll/Personnel Records Used Campus-Wide 90.01.28-33

Employee Recognition/Appreciation Ceremonies or Awards
Employee Recruitment Files
Notice of Vacancy/Certification of Eligibles

Purchasing Forms Used Campus-Wide 90.01.36-37

NOTE: Description update only for the Vendor Payment File record series.

State Travel Charge Card 95.03

The new state contract is reflected in revisions to this section.

Managing Central Travel Accounts 95.04

The name of this section is changed from Managing Business Travel Accounts.

The Travel Division is revising this section to reflect the new state contract with First USA Financial Services. The department logs expenditures on the CTA Log Sheet and reconciles transactions using an online web application.

The BTA Application is discontinued. To request a Central Travel Account, contact the Travel Division to access the online CTA Application.

Travel Authority 95.05

The Travel Division is making the following changes:

This revision provides clarification regarding when written approval is not required.
The provision for blanket authorities is removed. TAs are no longer required for those circumstances previously permitted under blankets.
The minimum amount that may be requested for a Travel Advance is raised from $80 to $85.

Return to the Policies and Procedures Manuals home page.

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BPPM Revision Memorandum

June 8, 2000

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number One Hundred Sixty-Three

This BPPM revision includes the following changes:

Temporary Employment Program 60.26

This revision reflects the following current practices involving the temporary employment program:

The Office of Student Financial Aid no longer prints Workstudy Authorizations. Departments may check the HEPPS AIS application or contact the Office of Student Financial Aid to obtain workstudy allocation information for student employees.
The minimum number of credit hours to attain student status is reduced from seven to six during fall or spring semesters.
Nonstudent temporary employees who work half-time or more for six consecutive months and remain working at least eight hours per month from the seventh month on are required to receive state health insurance coverage.
Nonstudent temporary employees who work 70 hours or more per month for any five months in a 12-month period will be eligible for and required to participate in the PERS II retirement plan.

Return to the Policies and Procedures Manuals home page.

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BPPM Revision Memorandum

June 29, 2000

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number One Hundred Sixty-Four

This BPPM revision includes the following changes:

Improper Governmental Actions (Whistleblower Act) 10.20

This revision brings the procedure into compliance with the revised state law.

Table: Fiscal Year 2000-2003 Holiday Schedule 60.76.2

Human Resource Services has updated the holiday schedule for the USDA Yakima ARL unit.

Central Stores 70.35

This revision adds procedures for returning items to Central Stores.

All-University Records Retention Schedules: Accounting/Fiscal Records 90.01.15-20

The following records series have been added to the All-University Records Retention Schedules:

Past-Due and Delinquent Accounts Notices
Subcode Activity and Balance Detail
Uncollected Accounts

Note to users who maintain paper copies of the BPPM: Due to the increased number of pages in the PDF version of the retention schedule for Accounting/Fiscal Records, the page numbers of the subsequent All-University schedules have been changed. No substantive changes have been made to other records retention schedules.

Return to the Policies and Procedures Manuals home page.

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Procedures and Forms – BPPM Revision Memo 165

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BPPM Revision Memorandum

July 20, 2000

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number One Hundred Sixty-Five

This BPPM revision includes the following changes:

Possible Ethics Violations 10.22

This new section provides University procedures for handling possible ethics violations.

Positive Pay: Unit Pay Report (SCAN Sheet) 55.26

This revision adds information concerning Positive Pay Time Entry. The distribution information is also clarified.

Position Review Request 60.03

The Provost's Office processes requests to create or eliminate faculty positions. Human Resource Services remains responsible for processing the establishment, reclassification, and elimination of classified staff and administrative/professional positions.

Department Orders 70.07

This revision adds procedures for receiving orders through Central Receiving (formerly Receiving, Delivery, and Shipping) or directly to the department. Also, Purchasing has clarified departmental responsibilities for direct purchases using the Department Order (DO) and expanded the instructions for using the Key Word Search function of the DO system.

Payments to Outside Vendors 70.16

The Controller's Office and Purchasing have updated the responsibilities and procedures for processing payments to outside vendors.

Return to the Policies and Procedures Manuals home page.

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Procedures and Forms – BPPM Revision Memo 166

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BPPM Revision Memorandum

July 27, 2000

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number One Hundred Sixty-Six

This BPPM revision includes the following changes:

Form: Tuition Fee Waiver Request 60.70.6-7

This form now provides for instructor signatures for audited courses and for courses added on or after the first day of classes.

The Registrar's Office has added a PDF version of the Tuition Fee Waiver Request to the online BPPM. Central Stores will continue to stock a paper version of this form.

All-University Records Retention Schedules: Sponsored Project Records 90.01.43

This revision updates the title of the Sponsored Project Activity Request form (WSU 1326).

Return to the Policies and Procedures Manuals home page.

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Procedures and Forms – BPPM Revision Memo 167

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BPPM Revision Memorandum

August 21, 2000

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number One Hundred Sixty-Seven

This BPPM revision includes the following change:

Managing Vehicle Accident Losses 50.06

Departments are to help manage vehicle accident losses by ensuring that insurance coverage has been obtained and accident report forms, claim forms, and procedures are on hand prior to the use of any vehicle.

Purchasing Card 70.08

This new section provides policies and procedures for obtaining, using, and administering the University purchasing card.

All-University Records Retention Schedules: Safety Records 90.01.40-42

The following records series have been updated or added to the All-University Records Retention Schedules:

Respirator Program Records
Safety and Fire Inspection Checklist

Also, the record series titled Respirator Training Program has been discontinued. Respirator training records will be maintained as part of the Respirator Program Records.

Return to the Policies and Procedures Manuals home page.

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Procedures and Forms – BPPM Revision Memo 168

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BPPM Revision Memorandum

August 28, 2000

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number One Hundred Sixty-Eight

This BPPM revision includes the following changes:

Form: Tuition Fee Waiver Request 60.70.6-7

The Registrar's Office has added a unit commander signature block for Washington State National Guard members applying for tuition fee waivers.

Form: Tuition Fee Waiver Request for WSU Vancouver 60.70.8-9

WSU Vancouver employees complete and print the form on 60.70.8-9 to obtain tuition fee waivers.

University Purchases from State Employees 70.15

This new section provides guidance for University employees who make purchasing decisions for the University or seek to sell goods or services to the University.

Vehicle Titling and Licensing 70.40

This revision updates the procedures for applying for and obtaining vehicle titles and registration. Property Inventory procedures for obtaining, selling, or transferring vehicles are also updated.

All-University Records Retention Schedules: Accounting/Fiscal Records 90.01.15-20

The following records series have been updated or added to the All-University Records Retention Schedules:

Gift Transmittal and Acknowledgement
Federal Excess Property File
Information Technology Billing Report and Usage Report
Telecommunications Service Request

The Information Technology Usage Report and Telephone Usage Report have been discontinued. Information Technology uses the Information Technology Billing Report and Usage Report to report usage and billing information to departments.

All-University Records Retention Schedules: Safety Records 90.01.40-42

The record series titled Notification of Lock Removal has been discontinued. See SPPM Revision 36.

Travel Authority 95.05

The Travel Office has made the following changes to this section:

Travel advances may not be issued prior to ten days before travel.
Travel advances are not to be considered loans to employees and unauthorized disbursement is considered to be a misappropriation of state funds.

Meals and Lodging 95.06

This revision includes the following changes:

The State Administrative and Accounting Manual (SAAM) provides for lodging reimbursement of up to 125 percent of the maximum lodging amount for facilities to host a meeting or conference.
The WSU Director of Purchasing and Travel replaces the Associate Controller as the officer who administers exceptions to standard meal and lodging travel policies.

Miscellaneous Travel Expenses 95.08

The SAAM raises limits for reimbursement of miscellaneous expenses without a receipt to $50 from $25.

Travel Expense Voucher 95.20

The Travel Office has made the following changes to this section:

This revision includes changes required by recent organizational shifts. Travel is now supervised by the Director of Purchasing and Travel.
The Office of Financial Management has added new requirements to the SAAM raising limits for reimbursement of miscellaneous expenses without a receipt to $50 from $25.
The Travel Office has added new statements related to the use of the electronic TEV, i.e., users retain supporting receipts in the department, TEVs may be authorized using the electronic authorization process.

Return to the Policies and Procedures Manuals home page.

Procedures and Forms – BPPM Revision Memo 169

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BPPM Revision Memorandum

September 15, 2000

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number One Hundred Sixty-Nine

This BPPM revision includes the following changes:

Research/Conference Account Request 40.07

The Sponsored Projects Finance Office has updated the guidelines and procedures for using the Research/Conference Account Request.

Reporting Daily Activity for Temporary Employees 60.61

Graduate Students on assistantship appointments are not required to report hours of work on a Daily Activity Report or other similar document.

Motor Pool Rates 95.36

The Motor Pool has changed the mileage rate structure and eliminated fuel charges. Departments are now directly responsible for all fuel purchases.

Return to the Policies and Procedures Manuals home page.

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Procedures and Forms – BPPM Revision Memo 170

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BPPM Revision Memorandum

September 21, 2000

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number One Hundred Seventy

This BPPM revision includes the following changes:

Benefit Transfer for Previous State of Washington Employment 60.19

This revision updates the procedures for transferring benefits for WSU employees who previously worked at other state agencies.

General Travel Policies 95.01

The Director of Purchasing and Travel Services administers exceptions to travel policies.

Return to the Policies and Procedures Manuals home page.

Procedures and Forms – BPPM Revision Memo 171

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BPPM Revision Memorandum

October 5, 2000

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number One Hundred Seventy-One

This BPPM revision includes the following changes:

Management of Equipment Acquired Under Federal Agreements 40.13

The Sponsored Projects Finance Office has updated the procedures for disposal of federally-funded equipment. Also, the explanations of federal and Property Inventory reporting requirements are clarified.

Temporary Employment Forms 60.27

This revision includes the following changes:

Departments verify workstudy authorization by going to the HEPPS program area of the Administrative Information System (AIS) or by contacting the Office of Student Financial Aid.
Departments verify workstudy programs and title codes through the HEPPS AIS program.
Administrative and professional employees coordinate temporary employment with the Human Resource Services A&P Unit.
Human Resource Services (HRS) has discontinued the Job Posting Card. Departments submit job announcements by completing the online form available at the HRS web site.
Employing departments explain WSU's discrimination and sexual harassment policy to new temporary employees. The Temporary Employee Orientation Checklist, 60.27.15, is updated to include this step.

Return to the Policies and Procedures Manuals home page.

40.13_Management_of_Equipment_Acquired_Under_Federal_Agreements.htm

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http://www.wsu.edu/~forms/HTML/BPPM/40_Sponsored_Agreements/40.13_Management_of_Equipment_Acquired_Under_Federal_Agreements.htm

If you are not redirected within 5 seconds, click the hyperlink above.

Please update your bookmarks.

Procedures and Forms – BPPM Revision Memo 172

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BPPM Revision Memorandum

October 13, 2000

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number One Hundred Seventy-Two

This BPPM revision includes the following changes:

Compensated Outside Service and Extended Professional Activities by Faculty 60.44

This revision refers the reader to the Faculty Manual for policy guidance.

The form, 60.44.2: Annual Report of Consultant and Extended Professional Activities, is also updated to conform with the Faculty Manual.

Return to the Policies and Procedures Manuals home page.

Procedures and Forms – BPPM Revision Memo 173

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BPPM Revision Memorandum

November 6, 2000

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number One Hundred Seventy-Three

This BPPM revision includes the following changes:

All-University Records Retention Schedules: Accounting/Fiscal Records 90.01.15-20

This revision adds software inventory and registration records to the All-University Records Retention Schedules.

Privately-Owned Motor Vehicles 95.11

The Travel Office has added the OFM requirement that claims for personal vehicle mileage must be for travel that is critical and necessary for University business. The minimum recommendations for vehicle insurance are removed and travelers are to comply with current state of Washington liability insurance laws.

Return to the Policies and Procedures Manuals home page.

Procedures and Forms – BPPM Revision Memo 174

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BPPM Revision Memorandum

November 28, 2000

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number One Hundred Seventy-Four

This BPPM revision includes the following change:

Guaranteed Ride Home 80.87

This new section provides policy and procedures for a Guaranteed Ride Home program. Employees who use transportation methods other than single-occupant vehicles may be eligible for a departmentally-supported ride home in the event of an emergency or last minute need to work overtime.

Return to the Policies and Procedures Manuals home page.

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Procedures and Forms – BPPM Revision Memo 175

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BPPM Revision Memorandum

December 5, 2000

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number One Hundred Seventy-Five

This BPPM revision includes the following changes:

Internal Rule-Making Procedures 10.35

This new section provides internal University procedures for preparing and approving additions and changes to Title 504 of the Washington Administrative Code.

Release of Public Records 90.05

All requests to access or copy public records are to be routed to the Public Records Officer for processing. The University charges the requester to recover the cost of producing the records.

This revision also adds several categories of exempt records and updates the Public Records Request form on 90.05.6.

Return to the Policies and Procedures Manuals home page.

Procedures and Forms – BPPM Revision Memo 136

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BPPM Revision Memorandum

January 27, 1999

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number One Hundred Thirty-Six

This BPPM revision includes the following changes:

Gift Transmittal 30.70

This revision provides additional clarification of gift characteristics, sponsored project solicitations (which are not considered to be gifts), and gifts which need OGRD approval.

The revision adds a blank master and instructions for the Gift Transmittal and Acknowledgment form.

Classification and Reclassification--Classified Staff 60.02

This revision updates the procedures followed by employees, Human Resource Services (HRS), and employing departments in the case of employee-initiated requests for reclassification.

HRS has added the Position Description and the Position Questionnaire forms to this section.

Tuition Waivers--Fall and Spring Semesters 60.70

The eligibility requirements have been updated and the Tuition Fee Waiver Request form has been revised. Summer Session procedures have been moved to a separate section (60.73). The title of this section has been changed from WSU Employee Fee Waiver for WSU Courses.

Summer Educational Benefits 60.73

This new section includes Summer Session procedures for educational benefits (previously fee waivers).

Personal Services Contracts 70.50

This revision adjusts the dollar thresholds for competitive bidding, filing sole source contracts and amendments, and filing of competitive contracts, in accordance with OFM policy changes.

Meals and Lodging 95.06

Continental USA lodging maximum rates no longer must include taxes. Taxes paid on continental USA lodging may be reimbursed even though taxes raise the total cost of lodging to an amount that exceeds the maximum listed lodging rate. NOTE: This revision is effective February 1, 1999.

Taxes are still included in the listed maximum lodging rates for noncontinental and foreign locations.

Travel Rates 95.19

The 1999 high cost travel rates are now available. This revision provides links to the State Department's WWW sites for continental and noncontinental USA and foreign rates. NOTE: This revision is effective February 1, 1999.

The 1998 high cost rate tables will remain available in the BPPM.

Return to the Policies and Procedures Manuals home page.

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Procedures and Forms – BPPM Revision Memo 137

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BPPM Revision Memorandum

April 1, 1999

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number One Hundred Thirty-Seven

This BPPM revision includes the following changes:

Promotional Organizational Units 60.69

This revision reflects the current organization of the University's promotional organizational units. Units are designated by executive officer.

All-University Records Retention Schedule: Accounting/Fiscal Records 90.01.14-18

This revision updates the retention period for the official copy of the Expenditure Transfer Request retained by the Controller's Office.

Travel Rates 95.19

The reimbursement rate for private motor vehicle use has been reduced from 31.5 cents per mile to 31 cents per mile. This new rate applies to travel occurring on and after April 1, 1999.

Return to the Policies and Procedures Manuals home page.

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Procedures and Forms – BPPM Revision Memo 138

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BPPM Revision Memorandum

April 30, 1999

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number One Hundred Thirty-Eight

This BPPM revision includes the following changes:

Shared Leave 60.43

This revision clarifies employee eligibility for shared leave and adds procedures for shared leave transfers between state agencies or institutions.

Computer Maintenance and Repair Services 80.70

This revision updates services provided by the Maintenance and Repair Division of Instructional Support Services.

Return to the Policies and Procedures Manuals home page.

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Procedures and Forms – BPPM Revision Memo 139

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BPPM Revision Memorandum

May 3, 1999

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number One Hundred Thirty-Nine

This BPPM revision includes the following changes:

Gift Transmittal 30.70

This revision corrects the form instructions for submitting company name, associated credit name, and account information for gifts to WSU.

WSU Holidays 60.76

This revision updates the holiday schedule for fiscal year 1999-2000 for the WSU Pullman campus, branch campuses, and research centers/units. Also, a holiday schedule for the WSU Cooperative Extension offices has been added.

Return to the Policies and Procedures Manuals home page.

Procedures and Forms – BPPM Revision Memo 140

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BPPM Revision Memorandum

May 20, 1999

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number One Hundred Forty

This BPPM revision includes the following changes:

Sponsored Project Activity Request 40.23

The Sponsored Projects Finance Office has made some changes to the Sponsored Project Activity Request form. This revision adds an effective date for preaward expenditures. Departments no longer route copies of the form to OGRD.

Return to the Policies and Procedures Manuals home page.

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Procedures and Forms – BPPM Revision Memo 141

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BPPM Revision Memorandum

May 27, 1999

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number One Hundred Forty-One

This BPPM revision includes the following changes:

External Auditors 30.14

This revision includes policy and procedural changes requested by Payroll and the Internal Audit Office. Draft responses to state audits are to be routed to the Internal Auditor. Departments are to provide the Vice President for Business Affairs and the Internal Auditor with copies of all communications from external auditors.

Service Centers 30.15

This revision add a requirement for the maintenance of service center merchandise and/or consumable inventories. The Service Center Application has been revised to allow the service center to indicate the types of inventory on hand and the method used to maintain the inventory.

Motor Pool Rates 95.36

The Motor Pool no longer offers compact sedans for rent.

Return to the Policies and Procedures Manuals home page.

30.14_External_Auditors.htm

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FINANCE
30.14
Revised 8-02
Internal Auditor
335-2001 PDF link

POLICY

Washington State University cooperates with and assists external auditors or investigators whose responsibilities involve examination and confirmation of University transactions. External auditors seek to assure that WSU has legally received and expended funds in accordance with generally accepted accounting principles and standards.

External Auditor Defined

An external auditor is defined as any non-WSU auditor, e.g., state, federal, private firm. An audit can be initiated by any of the following:

WSU invitation,

Legally-mandated requirements, or

Funding agent or agency request.

University Liaison

As part of the coordination process, the Internal Audit Office serves as a liaison between central administrative offices, University departments, and external auditors or investigators.

University personnel or offices receiving documents or communications from external auditors or investigators are to ensure that the Vice President for Finance and Administration and the Internal Audit Office receive copies.

INITIAL CONTACTS

Central Administration

The first contact with WSU central administrators is generally a telephone call followed by a written notice from the external agency. The written notice should contain the following information:

A description of the scope, review period, and purpose of the audit or investigation.

The date the auditors or investigators will be on campus.

The department or unit which is the primary contact.

Entrance Conference

Generally, external auditors conduct an entrance conference with central administrators. A representative of the Internal Audit Office may attend the entrance conference.

The entrance conference identifies the purpose, scope, and timing of the audit; the information required by the auditors; the personnel who need to interact with the auditors; and the physical facilities needed to accommodate the audit.

Unit Contact

The first contact with the unit usually occurs when an external auditor or investigator arrives at the unit facility.

Identification

University personnel who are contacted by external auditors or investigators should request identification that indicates the agency or organization name.

If the individual presents a business card as identification, University personnel should compare it with another form of identification, e.g., a driver's license. A business card alone is not sufficient identification.

Notify Internal Audit

When a University department is contacted, the department administrator is to contact the Internal Audit Office as soon as feasible and inform that office of the audit or investigation.

INTERVIEWS

If requested by the external auditors, the administrator of the audited department arranges interviews with appropriate employees. Scheduled interviews and arrangements insure the following:

Proper employees are available to assist the auditors.

Relevant records are assembled and available.

The interview is scheduled around departmental activities.

Interviews Regarding Effort Certification

External auditors are to conduct employee interviews regarding personal effort for sponsored projects in the presence of a designated representative of the audited department. There may be situations in which a designated central University staff member and/or a representative of the Internal Audit Office is present.

RECORD ACCESS

University records are available for audit purposes subject to the normal privacy safeguards and availability. The University Records Retention program allows destruction of records within prescribed time limits. See 90.01. (NOTE: Auditors are not required to complete Public Records Request forms to obtain access to records.)

Controller's Office

Auditors are to utilize records in the Controller's Office as follows:

Controller's Office personnel assist the auditors in locating the records they need to review. The auditors are instructed where to return the records. All refiling is done by WSU employees.

Records older than two years are normally transferred to the inactive file storage area. Auditors should contact the Controller's administrative secretary for information about the location of the inactive records.

If it is necessary to remove a record from the Controller's Office, the auditor must insert an "Out" card with the document number, complete name of the auditor, and the date. The "Out" card replaces the file.

Other Offices

If the auditor must examine subsidiary accounting records in another office, he/she must make arrangements through the appropriate department administrator.

Record access procedures in departments other than the Controller's Office should be similar to those described above.

Follow-up Visits

External auditors make arrangements for follow-up visits to departments if the additional visits are conducted within a reasonable time after the initial visit and are not made as part of a separate audit. Otherwise another entrance conference may be required.

EXIT CONFERENCE

In most cases, the external auditor will hold an exit conference at the conclusion of the audit. Those audits which result in a report delivered to a sponsor rather than to the University also include an exit conference. The exit conference informs University representatives of the audit findings, clarifies possible ambiguities, and seeks agreement upon the facts at issue.

If the external auditors feel that the audit does not require a formal exit conference, the department administrator is notified by the external auditor that the audit is completed. The department representative then notifies the Internal Audit Office of the external auditor's decision. There may be occasions when the Internal Auditor requests an exit conference.

The external auditor and the department administrator arrange the exit conference. After the exit conference has been arranged, the department administrator notifies the Internal Audit Office. Depending upon the scope of the audit, a representative of the Internal Audit Office may attend the exit conference.

AUDIT REPORT FACTS

Every effort is made to ensure the correctness of facts included in the audit report. The parties may review and suggest modifications to a draft audit report.

Audit Findings

Preliminary comments from University personnel on findings concerning a specific transaction in an audit may be required. The auditors must provide sufficient information to enable the University to adequately review the questions and provide a meaningful response. Information requests must include references to the specific grant or policy.

Response to State Audits

The following applies to unit responses to post-audit memorandums prepared by the State Auditor's Office. A post-audit memorandum includes audit findings and recommendations for improvement. The State Auditor's Office addresses the memorandum to the department chair or equivalent administrator and to the individuals in the unit with whom the auditors worked. The State Auditor's Office sends a copy to the Internal Audit Office.

The department chair prepares a preliminary response within ten working days of receiving the post-audit memorandum. The response memorandum describes corrective actions taken by the department, how the unit will avoid repeat findings, protect University resources, and ensure policy compliance. If the unit has not yet taken corrective action, the response memorandum must include a specific date by which corrective action will be completed. NOTE: Internal auditors and/or state auditors may visit the audited unit at a later date to ascertain the status of any corrective action.

The department chair routes the preliminary response to the Internal Audit Office where it is reviewed for policy compliance and completeness.

After review, the Internal Audit Office notifies the unit to prepare a final response. The unit routes the final response to the regional State Auditor's Office and sends copies to the Vice President for Finance and Administration, Office of Internal Audit, the dean or area supervisor, and the Controller.

QUESTIONS

Direct questions concerning interaction with external auditors to the Internal Audit Office.

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Procedures and Forms – BPPM Revision Memo 142

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BPPM Revision Memorandum

June 9, 1999

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number One Hundred Forty-Two

This BPPM revision includes the following changes:

Cash Handling 30.53

WSU Pullman departments are to hand-deliver all deposits to the Cashier's Window.

Work Period Designation for Classified Staff 60.31

This revision updates terminology and brings the definition of nonscheduled work period into conformance with WAC 251.

Overtime--Classified Staff 60.58

This revision brings the section into conformance with WAC 251.

Return to the Policies and Procedures Manuals home page.

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80.10_Bookstore_Services.htm

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SERVICES
80.10
Revised 5-11
Bookstore
332-2537 PDF link

ORDERING TEXTBOOKS AND SUPPLIES

Faculty Order

WSU faculty at all WSU campuses order student textbooks and supplies through the Bookstore.

The Bookstore distributes a packet of information that describes how to order textbooks to each department head for distribution to the faculty.

Submitting Orders

Faculty submit textbook orders directly to the Bookstore. Submittal of orders may be by e-mail, telephone, submittal of paper documents, in person, or using the online tool at the Bookstore website. Use of the online tool is preferred. Access this online ordering tool at:

http://wsubookie.bncollege.com

Select "Faculty" and follow the prompts to establish an account and submit textbook orders.

All recommended reading lists and titles of supplemental texts should also be submitted by the faculty member at order time.

Deadlines

Approximate ordering deadlines (Exact dates are included in the distributed packet.)

Summer session -- On or near the second week of March

Fall semester -- On or near the first week of April

Spring semester -- On or near October 1

The Bookstore does not keep books from one semester to the next unless the book is used the following semester. Unsold books which are not reordered are returned to the publisher at mid-semester.

Ensure Book Arrivals

Each faculty member is encouraged to check the Bookstore's Book Department two or three weeks before classes begin to ensure the correct texts and quantities have arrived.

Class Size Increases

If the class size is greater than anticipated, the faculty member should inform the Book Department at once.

PURCHASING FROM THE BOOKSTORE

A purchase from the Bookstore is considered a purchase from an outside vendor. All usual purchasing policies apply. See 70.07, 70.08, and 70.10.

PRICING POLICY

The Bookstore prices new textbooks at the suggested publisher's list price. New books receive a ten percent point of sale discount when the book is purchased.

The Bookstore prices used textbooks at seventy-five percent of the suggested publisher's list price. Used books receive a ten percent point of sale discount when the book is purchased.

Required supplies are priced at the manufacturer's suggested list price.

Departments receive a ten percent discount on all purchases, excluding textbooks.

50.23_Building_Hours.htm

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SAFETY AND SECURITY
50.23
Revised 7-99
Reviewed 10-08
Facilities Operations
335-9000 PDF link

BUILDING SECURITY

The Washington State University Police Department maintains the security of University property. Police officers make after-hours security checks of buildings during the night, on weekends and on holidays.

BUILDING HOURS

Specific building hours are established for University buildings through discussions among the Associate Vice President, Facilities Operations, the Director, Public Safety, and the primary building occupants.

Submit requests to establish or change building hours to the Associate Vice President, Facilities Operations via the cognizant area dean or equivalent administrator.

Normal Hours

Most University buildings are open from 7:30 a.m. to 5:30 p.m. Monday through Friday.

Individuals wishing to ascertain building hours should contact appropriate departmental personnel within the building. Facilities Operations provides, upon request, a complete updated listing of all approved University building hours. Additional information is available from WSU Police; telephone 335-8548; or Facilities Operations; telephone 335-9000.

RESPONSIBILITY

Responsibility for securing buildings is as follows:

A Facilities Operations custodian locks and unlocks exterior doors in accordance with established building hours.

Department personnel are responsible for locking and unlocking all interior doors (except classrooms) that open into hallways.

When a building is used after hours by authorized personnel, the user is responsible, upon leaving, to see that the interior doors entering into hallways AND the exterior doors are closed and locked. If a door does not lock, contact Facilities Operations; telephone 335-9000; or notify WSU Police; telephone 335-8548.

AUTHORIZED ACCESS

The department administrator authorizes and issues an entrance key to each department employee requesting access to a building after regular working hours. See 50.25.

Personnel who do not have keys and require entrance to a University building must contact the WSU Police for access authorization.

Only authorized personnel may be in University buildings after regular working hours. Authorized personnel carry CougarCards as identification and show them to WSU Police and security staff upon request. See 50.24.

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Procedures and Forms – BPPM Revision Memo 143

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BPPM Revision Memorandum

July 1, 1999

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number One Hundred Forty-Three

This BPPM revision includes the following changes:

Renting University Facilities, Equipment or Services 20.40

This revision adds a requirement for all rental agreements to include adequate protection for WSU in the event of loss or damage to University facilities or equipment.

Risk Management Responsibility and Authority 50.05
Managing Losses After Motor Vehicle Accidents 50.06

These revisions reflect the replacement of the state of Washington Vehicle and Tort Claims Fund by the state's liability pools, as per RCW 4.92.130. In addition, WSU's Vehicle Accident Loss Reserve Fund is no longer used to reimburse the state of Washington tort claims fund for legal liability claims against the University.

Building Hours 50.23
After-Hours Use of University Buildings 50.24

WSU Police and security staff are responsible for verifying the identities and/or authorized status of individuals in University buildings after normal working hours.

The revision to 50.23 also clarifies the procedure for establishing building hours.

Bookstore Services 80.10

This revision corrects the return to publisher deadline for unsold books and updates the pricing policy for new and used textbooks and required supplies.

Travel Authority 95.05

Effective July 1, 1999, the Travel Division will no longer issue travel advances for most travel. A travel advance will be issued to an employee if the employee is in travel status for more than fifteen days or cannot obtain a state charge card.

A PDF version of the Travel Authority form has been added to the BPPM.

Student Travel 95.13

Information about student travel advances has been removed and a cross-reference to 95.05 has been inserted.

Return to the Policies and Procedures Manuals home page.

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Procedures and Forms – BPPM Revision Memo 144

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BPPM Revision Memorandum

July 12, 1999

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number One Hundred Forty-Four

This BPPM revision includes the following changes:

Publications Index 05.07

This index has been removed.

WSU Receipts 30.52

Departments using WSU Receipts must conduct a receipt inventory at least annually. This revision adds procedures and requirements for performing the receipt inventory.

A new form, the WSU Receipt Inventory Control Sheet, has also been added.

Return to the Policies and Procedures Manuals home page.

Procedures and Forms – BPPM Revision Memo 145

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BPPM Revision Memorandum

July 15, 1999

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number One Hundred Forty-Five

This BPPM revision includes the following changes:

Services of an Attorney 10.14

This revision describes the responsibilities of the Attorney General's Office with respect to the University and state employees.

Lawsuits Against WSU Personnel 10.15

This revision provides procedures for requesting legal defense from the Attorney General's Office for WSU officers and/or employees.

Cash Handling 30.53

The individual authorizing a Cash Deposit Report is to verify the information on the form.

Return to the Policies and Procedures Manuals home page.

10.14_Services_of_an_Attorney.htm

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PDF link

ATTORNEY GENERAL'S OFFICE

The Washington State Attorney General's Office (AGO) is a state agency headed by the state Attorney General. A division of the AGO is located on the WSU Pullman campus in the French Administration Building, Room 332.

The state Attorney General appoints assistants to be the legal advisors to WSU's President and Board of Regents and to institute or defend all legal proceedings on behalf of the University.

LAWSUITS AGAINST WSU PERSONNEL

The Attorney General and his/her assistants may defend actions and proceedings against any state officer or employee acting in his/her official capacity. See 10.15.

Private Attorneys

The AGO must represent the state of Washington. No state officer or state employee may employ a private attorney to represent the state.

At their own cost and expense, individual state officers or employees may obtain private representation through private attorneys. See 10.15.

10.15_Lawsuits_Against_WSU_Personnel.htm

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ORGANIZATION
10.15
REV 7-99
Attorney General
335-2636 PDF link

OVERVIEW

As a consequence of performing official WSU duties, an individual WSU officer or employee may be named as a defendant in a lawsuit. If that occurs, the officer or employee may request legal defense by the Attorney General's Office (AGO).

Summons and Complaint

Upon receipt of a lawsuit Summons and Complaint, the individual records the date, time, and method of service of the lawsuit document.

Request for Defense by AGO

To request legal defense by the AGO, the individual contacts the WSU Division of the State Attorney General's Office (WSU AGO); telephone 335-2636. The office is located in the French Administration Building, Room 332, Pullman, Washington.

An officer or employee requesting assistance is to cooperate fully with the Attorney General's Office at all times.

INITIATING A REQUEST FOR LEGAL DEFENSE

To initiate a request for legal defense by the AGO, the individual obtains and completes a Request for Individual Defense by the Attorney General form.

Contact the WSU AGO to obtain a copy of the form.

Completing Form

To complete the Request for Individual Defense by the Attorney General form:

Read the Information Sheet Regarding Defense of Tort Lawsuits Against State Employees attached to the Request for Individual Defense by the Attorney General form.

Remove the information sheet before submitting the completed form to the WSU AGO.

Complete the top portion of the form. See the PDF version of page 10.15.3 for example.

Fill in all requested information.

Refer to the Summons and Complaint to obtain the case name, court name, and case number.

Place a check mark next to either "I Do..." or "Do Not want to have the Attorney General defend me in this action."

Sign and date the form.

Routing

Retain a copy of the form and the information sheet.

Return the original form and a copy of the Summons and Complaint to the WSU AGO.

REQUIRED APPROVALS

WSU President

The WSU AGO routes the Request for Individual Defense to the WSU President.

The President approves the request if she or he determines that the officer or employee was acting within the scope of his/her official WSU duties in the situation that created the lawsuit.

Board of Regents

If the President approves the Request for Individual Defense, the WSU AGO asks the University to place the request on the agenda for the next Board of Regents meeting.

If the Board finds that the individual was acting within the scope of his or her official WSU duties in the situation that created the lawsuit, the Board approves the request by adopting and signing a resolution. The Board sends a copy of the resolution to the WSU AGO.

Attorney General's Office

Assistant Attorney General Representing WSU

The WSU AGO Division Chief endorses the Request for Individual Defense if he or she finds that the individual was acting within the scope of his or her official WSU duties in the situation that created the lawsuit.

Attorney General in Olympia

If the WSU AGO receives all of the above approvals, the WSU AGO forwards the request to the Attorney General in Olympia for review.

If the Attorney General approves the Request for Individual Defense, the AGO defends the individual at no cost to the defendant and pays for any costs of verdicts entered against him or her.

PRIVATE ATTORNEYS

Individuals may select and hire their own attorneys to represent them. If individuals select their own attorneys, such individuals are personally responsible for any and all resulting costs and fees, including all costs of verdicts entered against them.

PAYMENT OF CLAIMS

See Executive Policy EP6.

35.53_Invention_Income_Distribution.htm

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OFFICE OF COMMERCIALIZATION

The Washington State University Office of Commercialization (OC) administers development of University inventions (see also 35.50). OC distributes royalties and other payments as described in the Faculty Manual sections regarding intellectual property and patent policy.

Commercialization Fund

The University allocates to the Office of Commercialization 80 percent of the first $250,000 of royalties allocated to University pursuant to Section IV.G of the Faculty Manual, in any given fiscal year. "Royalties allocated to University" are the University's portion of the royalties distributed in accordance with the terms of the Faculty Manual in existence at the time of invention disclosure to the University. EXCEPTION: Royalties payable from agricultural commodities are not considered royalties payable to the University for the purposes of this section.

The deduction is the "Commercialization Fund" and is intended to provide funding for activities related to research, technology, and the commercialization of University-owned inventions, created knowledge, and technology-into-use, as required by federal law. (37 CFR 401)

Procedures and Forms – BPPM Revision Memo 146

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BPPM Revision Memorandum

July 21, 1999

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number One Hundred Forty-Six

This BPPM revision includes the following changes:

Invention Ownership and Disclosure 35.50

This revision updates the Invention Disclosure form and adds the Invention Disclosure (Engineering) and the Invention Disclosure (Software) forms to this section.

Form: Public Records Request 90.05.5

The Office of Business Affairs has updated the Public Records Request.

Return to the Policies and Procedures Manuals home page.

35.50_Invention_Ownership_and_Disclosure.htm

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INTELLECTUAL PROPERTY
35.50
Revised 10-13
Office of Commercialization
335-5526

University inventors and all investigators working on sponsored projects are responsible for disclosing all inventions developed prior to and while employed by the University. (RCW 49.44.150) Investigators working on WSU-funded research are responsible for disclosing inventions developed during the research.

Disclosure is required for the purpose of determining the rights of employees, other contributors, and the University. See the disclosure procedure below.

Inventor

For purposes of this policy an "inventor" can be a person receiving compensation for service, any person with a faculty appointment whether compensated or uncompensated, any student working as an investigator on sponsored research, or any person volunteering services for the benefit of the University.

NOTE: Volunteers are not required to disclose all inventions developed prior to University service.

OWNERSHIP CRITERIA

In most cases WSU owns inventions produced by WSU inventors. Address questions concerning ownership to the Office of Commercialization (OC); telephone 335-5526.

The University's Office of Commercialization (OC) is responsible for determining ownership of intellectual property produced by University personnel. The OC uses the criteria in the table below and on the following page when determining ownership rights to inventions or trade secrets produced by University employees.

Invention Ownership Description

WSU Produced by WSU inventor within the scope of employee duties.

WSU Produced with WSU equipment, supplies, utilized WSU facilities, or arising from research funded by grants to or funds of the University. (Minor or incidental use may not constitute WSU ownership. Ownership determination is made by the Intellectual Property Committee in such cases.) See also 30.15.

WSU Produced by WSU inventor. The invention relates directly to University business or to WSU's actual or demonstrably anticipated research or development.

WSU Produced by WSU inventor using WSU confidential or research trade secret information.

WSU Ownership rights released to WSU by an inventor or outside party by written agreement.

Split Produced by WSU inventor partially or wholly with WSU equipment, supplies, facilities, or trade secret information and the Intellectual Property Committee has determined that it would be unfair to determine that the property is wholly owned by either WSU or the inventor.

Student Produced by WSU student and none of the above criteria apply to invention development.

Employee Produced by WSU employee on own time and none of the above criteria apply to invention development. (RCW 49.44.140)

Employee Ownership rights released to WSU employee by WSU or extramural sponsor by written agreement.

Outside Party For outside party ownership rights, see the Faculty Manual, Section IV.G.2: Patent Policy--Sponsored Research.

INVENTION DISCLOSURE

Timely invention disclosure permits accurate determination of ownership rights and assures that patent rights are not lost by the University, its employees and sponsors.

Comprehensive Assignment

All current and new employees and individuals on appointment at WSU, who reasonably may develop intellectual property during the course of their appointment or employment at WSU are required to sign the Intellectual Property (IP) Assignment form.

The IP Assignment form is available at:

http://myresearch.wsu.edu

Select Training, and then
Select Assignment.

Employees must upload the completed form to the website above and send the original to the Employee Records and Compliance section of Human Resource Services (HRS).

Prior Inventions

At the time of employment, report prior inventions by memorandum. Route the memorandum to the Office of Commercialization (OC). It is not necessary to complete an Invention Disclosure to report prior inventions.

NOTE: This requirement is not applicable to volunteers.

Inventions While Employed or Acting for Benefit of WSU

Use the Invention Disclosure form to report the details of inventions developed while employed by or acting for the benefit of the University.

Disclosure Form

Obtain copies of the Invention Disclosure form from the OC in the Research and Technology Park, or obtain a copy of the form from the OC website at:

http://commercialization.wsu.edu/

Select For Inventors.

Directions for completing the form are available from the OC or online from the OC website (see above).

Route a completed invention disclosure form to the OC at the Research and Technology Park; mail code 5623; or submit online at the OC website.

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Procedures and Forms – BPPM Revision Memo 147

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BPPM Revision Memorandum

August 24, 1999

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number One Hundred Forty-Seven

This BPPM revision includes the following changes:

All-University Records Retention Schedule: Travel Forms Used Campus-Wide 90.01.43

This revision updates the records retention requirements for the Travel Expense Voucher, reflecting the different retention requirements depending on whether the vouchers are processed electronically or manually.

Managing Business Travel Accounts 95.04

This revision includes the following changes:

Travel Authorities are no longer required to approve ticket purchases.
Payment authorization procedures have been modified.
The web site address to access General Administration-approved agencies is provided.

Rental Cars 95.12

The Travel Division no longer requires a competed Travel Authority to use a rental car. Also, provisions from the new contract with Budget Rent-a-Car are discussed, including the rental code, new city pairs for one-way rentals without drop charges, specific prohibitions regarding vehicle use, and procedures to follow after an accident.

Return to the Policies and Procedures Manuals home page.

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80.43_Requesting_a_Telephone_Directory.htm

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This section has moved to a new BPPM chapter. You will be automatically redirected to the section's new location at:

http://www.wsu.edu/~forms/HTML/BPPM/85_Computing_and_Telecommunications/85.43_Requesting_a_Telephone_Directory.htm

If you are not redirected within 5 seconds, click the hyperlink above.

Please update your bookmarks.

80.37_Network_Services_Account_Request.htm

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This section has moved to a new BPPM chapter. You will be automatically redirected to the section's new location at:

http://www.wsu.edu/~forms/HTML/BPPM/85_Computing_and_Telecommunications/85.37_Network_Services_Account_Request.htm

If you are not redirected within 5 seconds, click the hyperlink above.

Please update your bookmarks.

10.26_Reporting_Federal_Lobbying_Activity.htm

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OVERVIEW

University employees often lobby members of Congress or federal agencies to advocate official University positions and/or attempt to attain WSU goals and missions.

University employees who engage in lobbying activities are required to keep track of and report all applicable lobbying activities. This section defines federal lobbying and provides procedures for quarterly reporting of federal lobbying. See below for reporting procedures.

University employees must keep track of and report all lobbying activities with federal officials, such as Members of either House of Congress, high-level executive branch officials, or high-level federal agency officials, who are covered under the Lobbying Disclosure Act of 1995. (2 USC Sec. 1601)

FEDERAL LOBBYING ACTIVITY

A federal lobbying activity is any written, oral, or electronic communication regarding any proposed or adopted federal legislation, rule, or executive order, or the administration of any federal program with any covered executive or legislative branch official. This includes the negotiation, award, or administration of any federal contract, grant, loan, permit, or license.

Covered Officials

Covered executive branch officials include the President, the Vice President, and any high-ranking officer or employee of the executive branch of the federal government.

Covered legislative branch officials include Members of Congress; elected officers of either House of Congress; any employee of a Member, joint committee, leadership staff group, or committee of either House of Congress; and any employee of a working group or caucus organized to provide legislative services or other assistance to Members of Congress.

Federal agency officials are required to disclose their covered status under the Lobbying Reform Act upon request. WSU employees should request this information prior to any potential lobbying contacts with federal officials. (2 USC Sec. 1609(c))

Registered WSU Lobbyists

The Lobbying Reform Act also requires that the University register as lobbyists all faculty, staff, and administrative personnel who spend over 20 percent of their time in lobbying activities and who contact covered federal officials more than once in any six-month period.

NOTE: Even those University employees who do not qualify as registered lobbyists must report all lobbying activities with covered officials.

Contact the Office of Government Relations for information and assistance; telephone 509-335-5756.

FUNDING RESTRICTIONS

State Funds

Lobbying activity supported by state funds is limited to:

Providing information or communicating on matters pertaining to official University business to federal elected officials or officers or employees of any federal agency.

Advocating WSU's official position or interests to any federal elected official or officer or employee of any federal agency.

State funds may not be expended as a direct or indirect gift or campaign contribution to any federal elected official or officer or an employee of any federal agency.

Discretionary Funds

Discretionary funds are unrestricted donations and any income received from unrestricted donations. These funds may be used to support federal lobbying activity for the purpose of attaining WSU goals and missions and may not be used for personal expenses. For example, discretionary 17A account funds may be used for entertainment and meals.

See 70.33 for University requirements regarding discretionary 17A account funds.

REPORTING REQUIREMENTS

The Office of Government Relations submits a semi-annual summary to the Clerk of the House of Representatives and the Secretary of the Senate, Washington, D.C., of all time and expenses associated with applicable federal lobbying contacts.

Each employee who spent any time in person federal lobbying must submit a Federal Lobbying Activity Quarterly Report. The Federal Lobbying Activity Quarterly Report is an online form available at the Government Relations Lobbying website at:

http://governmentrelations.wsu.edu/Lobbying.html

The report must include:

Date(s) lobbying occurred;

Approximate hours spent lobbying, researching, preparing for lobbying, and traveling for the purposes of lobbying;

Houses of Congress or federal agencies contacted;

Travel expenses for purposes of lobbying activities (specify Travel Authority numbers; see 95.05);

Any money spent on producing and/or distributing printed material designed to influence legislation;

Employee's annual salary;

List of specific issues lobbied, including bill numbers of any pieces of legislation and/or references to specific executive branch actions;

Contact name, email address, and telephone number for the individual who completes the form.

Online submission of the federal lobbying report must be completed within twenty working days after the end of the quarter covered by the report. The online reporting process transfers the information to the Office of Government Relations and the Office of the President. No additional paper documentation is required.

FEDERAL LOBBYING DOES NOT INCLUDE

The following activities are not considered to be federal lobbying contacts:

Requests for meetings or information on the status of matters, as long as the request does not include an attempt to influence a covered offical regarding the matter.

Participation in an advisory committee under the Federal Advisory Committee Act.

Responses to notices in the Federal Register or other similar publications soliciting public input, if directed to the person(s) specified in the notice to receive such input.

Testimony before Congressional committees or task forces.

Specific information provided to a covered official in response to a direct and specific request.

Communications made following written agency procedures in conducting an adjudicatory proceeding within the agency.

Communications with officials of responsible agencies regarding judicial proceedings (civil or criminal) or filings or proceedings the federal government must conduct confidentially.

Petitions for agency actions which are required to be kept as public records under established agency rules.

Written comments filed on the record in the course of a public proceeding.

Whistleblower communications.

Subpoenaed testimony or information.

Communications that if reported would reveal information shielded from disclosure by law.

Communications through speeches, articles, or other means disseminated in the media.

Assistance

For further information and assistance regarding federal lobbying activities, contact Government Relations at:

Pullman; telephone 509-335-5756

Washington, D.C.; telephone 202-434-4869

Olympia; telephone 360-534-2332

10.25_Reporting_State_Lobbying_Activity.htm

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OVERVIEW

University employees who engage in lobbying activities are required to keep track of and report all applicable lobbying activities. This section defines state lobbying and provides procedures for quarterly reporting of state lobbying.

STATE LOBBYING

Contacts With State Officials

The University encourages employees to have good professional relationships with state elected officials and to be responsive to questions and requests for information.

The University particularly encourages faculty and staff who work in communities around the state to have contact with public officials, including local legislators. Contacts with public officials may provide information concerning University programs offered in particular legislative districts and University assistance available to address local needs.

Lobbying Activities

Many contacts with elected officials are considered by state law to be official "lobbying" on behalf of the University. State law provides restrictions and reporting requirements for public employees who engage in lobbying activities. See below.

Activities usually considered to be public lobbying include:

Most in-person meetings with legislators and their staff.

Contacts on University time and/or which include any expenses or informational materials prepared with funds controlled by WSU.

Casual or scheduled conversations on University time with legislators on behalf of the University.

Most testimony before legislative committees.

Required Notification

Prior to contacting elected officials, employees must discuss all potential lobbying activities with their dean or supervisor and contact the Office of Government Relations.

Activities Permitted

WSU employees are permitted to use University time or resources to provide factual information to public officials or answer questions.

Activities Not Permitted

WSU employees are not permitted to use University time or resources to:

Promote, or encourage others to promote, state funding proposals that are not official budget requests of Washington State University.

Lobby for or against legislation, unless authorized by the University to represent these issues.

These restrictions apply to telephone calls, electronic mail, letters, in-person conversations, and other forms of communication with legislators.

WSU discourages employees from hosting legislators for meals, drinks, gifts, or entertainment. There are exceptions to this policy which should be discussed with the dean or supervisor and Government Relations.

Activities Forbidden

WSU employees are forbidden from using University time or resources to engage in partisan political activity. See 60.90. State law also forbids employees from campaigning for or against a ballot measure, except to comment on direct impacts to University programs. (RCW 42.52.180)

In many cases, it is not legal for state employees to encourage other people and constituencies to contact legislators.

REPORTING REQUIREMENTS

The Office of Government Relations submits a quarterly summary to the Washington State Public Disclosure Commission of all time and expenses associated with in-person lobbying by WSU employees.

Each employee who spent any time in-person state lobbying must submit a State Lobbying Activity Quarterly Report. The State Lobbying Activity Quarterly Report is an online form available at the Government Relations Lobbying website at:

http://governmentrelations.wsu.edu/Lobbying.html

The quarterly report must include:

Date(s) lobbying occurred;

Approximate hours spent lobbying and traveling for the purposes of lobbying;

Names of legislators and/or legislative staff who were lobbied;

Travel expenses for purposes of lobbying activities (see 95.05);

Any money spent on producing and/or distributing printed material designed to influence legislation;

Employee's annual salary;

List of specific issues lobbied, including the bill numbers of proposed legislation discussed;

Employee position regarding support or opposition to the legislation or issues lobbied;

Contact name, email address, and telephone number for the individual who completes the form.

Online submission of the state lobbying report must be completed within twenty working days after the end of the quarter covered by the report. The online reporting process transfers the information to the Office of Government Relations and the Office of the President. No additional paper documentation is required.

ANSWERING QUESTIONS FROM LEGISLATORS

Timely Response

University employees are responsible for furnishing timely answers to lawmakers and informing them of the benefits of WSU education and research programs.

Completeness and Accuracy

Employees are strongly encouraged to check with Government Relations before completing any response to elected officials and their staff. Government Relations assists in:

Assuring the completeness and accuracy of an answer from a University perspective, and

Receiving confirmation from the Budget Office staff concerning the accuracy and consistency of all statistics and financial numbers to be released about the University.

Release of Unpublished Research Studies/Findings

Employees are to obtain approval from the college or campus dean prior to releasing any unpublished research study information and/or findings.

Reporting and Prior Notification

Employees should recognize that their answers to questions might be regarded as "lobbying," particularly if the answer is framed to persuasively affect legislation.

All lobbying activity must be reported to Government Relations. Many of these contacts, by law, also need to be reported to the state Public Disclosure Commission.

Conferring with Government Relations on legislative concerns is always advisable. Also, the dean or administrator must be aware of lobbying contacts in advance.

Response Requirements

Employees must:

Provide nonpartisan answers.

Provide factual information to all who request it. Information shared with advocates of one point of view should be shared with advocates of apparently opposing views.

Never question the motives of elected officials or their staffs.

PERSONAL OPINIONS EXPRESSED TO LEGISLATORS

WSU staff and faculty are entitled to personal opinions, including those contrary to University or college administrators. Neither WSU policy nor federal or state laws restricts an employee's right to express personal opinions outside the workplace and without the use of University time or resources.

WSU asks employees to recognize that it is hard for members of the public, including reporters and legislators, to differentiate between an official University position and a personal opinion.

For Employees' Own Protection

Employees should take care to stipulate to state and local officials that the personal opinions expressed are their own and not necessarily those of their employer.

If employees inadvertently cross into communication outside of the guidelines for a "personal opinion," they and the University are subject to state lobbying laws, reporting requirements, and possible fines for engaging in illegal lobbying activity.

Employees are strongly urged to consult with the Office of Government Relations.

GOVERNMENT RELATIONS

The Office of Government Relations is responsible for:

Answering employee questions regarding contacts with state officials or political activity,

Reporting official state lobbying by WSU employees, and

Ensuring that accurate and timely information is provided to state legislators.

Assistance

For further information and assistance regarding state lobbying activities, contact Government Relations at:

Olympia; telephone 360-534-2332; or

Pullman; telephone 509-335-5756.

Procedures and Forms – BPPM Revision Memo 148

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BPPM Revision Memorandum

September 1, 1999

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number One Hundred Forty-Eight

This BPPM revision includes the following changes:

Reporting State Lobbying Activity 10.25

This revision updates the definitions, restrictions, and reporting requirements for state lobbying activity.

State lobbying activities are to be reported on the State Lobbying Activity Quarterly Report, included in this section.

Reporting Federal Lobbying Activity 10.26

This new section discusses federal lobbying exemptions and procedures for reporting federal lobbying activity.

A new form, the Federal Lobbying Activity Quarterly Report, has been added to this section.

Network Services Account Request 80.37

The Information Technology Phone Desk has created the Network Services Account Request to replace three previous forms used to process requests for AIS User IDs, Network IDs, and UNIX accounts.

Requesting a Telephone Directory 80.43

Ordering information for the four types of Pullman-area directories, the State of Washington Scan Directory, and the WSU Campus Directory are included in this revision. Order telephone directories from Central Stores.

Return to the Policies and Procedures Manuals home page.

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BPPM Revision Memorandum

September 8, 1999

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number One Hundred Forty-Nine

This BPPM revision includes the following changes:

All-University Records Retention Schedule: Student Records 90.01.42-43

This revision adds state-approved retention periods for the following WSU records series:

Class Examinations, Answer Sheets, Papers, Assignments
Incomplete Grade Request
Scholarships Awarded by Departments--Program Records
Scholarships Awarded by Departments--Recipient Records
Supplemental Grade Change Card

Return to the Policies and Procedures Manuals home page.

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BPPM Revision Memorandum

September 22, 1999

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number One Hundred Fifty

This BPPM revision includes the following changes:

Expenditure Transfers Between Funding Sources 30.25

The Sponsored Projects Finance Office has updated procedures for expenditure transfers involving sponsored programs.

Form: Annual Report of Consultant and Extended Professional Actitivies 60.44.6

This revision updates the Annual Report of Consultant and Extended Professional Activities form in conformance with changes approved by the Executive Committee, Faculty Senate, and Council of Deans.

Return to the Policies and Procedures Manuals home page.

Procedures and Forms – BPPM Revision Memo 151

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BPPM Revision Memorandum

October 11, 1999

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number One Hundred Fifty-One

This BPPM revision includes the following changes:

Form: Nonservice Pay Authorization 30.30.6

The Controller's Office has added a PDF version of the Nonservice Pay Authorization form to the BPPM.

Refunds 30.55

This revision adds policy and procedures for processing refunds for purchases paid by credit cards. A new form, the Credit Card Refund Voucher, has also been added.

Position Action / Position Review Request 58.02

This revision updates the instructions for e-mail address. Position Control has also changed the end date for temporary positions from 12/31/99 to 12/31/49 in preparation for the year 2000.

Shipping Services 80.15

This revision adds information about the weight limits for auto freight, and includes instructions for tracking Consolidated Freight, Federal Express (FedEx), and United Parcel Service (UPS) shipments on the web.

Incoming Freight 80.27

Payments for cash on delivery (COD) orders include COD services fees in addition to merchandise and freight costs.

Return to the Policies and Procedures Manuals home page.

70.22_Alcohol_for_Laboratory_Use.htm

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State and federal regulations require that the University protect the ethyl alcohol supply and submit periodic reports on the quantity of ethyl alcohol used.

PURCHASING ALCOHOL

Departments must establish a requisition account with University Stores to purchase ethyl alcohol. Complete an Interdepartmental Requisition and Invoice (IRI) with the appropriate budget coding to establish an account. See 70.05. Indicate on the IRI that the account is for ethyl alcohol purchases.

Deliver the IRI by hand, mail (mail code 7100), or fax to University Stores; fax 335-4588.

Requisition Account Number

Upon receipt of the completed IRI, University Stores establishes a requisition account number for ethyl alcohol purchases only.

Alcohol Pickup

Pick up the ethyl alcohol at the Hazardous Chemical Building from 10:00 a.m. to noon on Tuesdays and from 8:00 a.m. to noon on Thursdays. The Hazardous Chemical Building is located east of the McCluskey Services Building on Grimes Way.

Ethyl alcohol is sold in pints, gallons, five gallons, and bulk. To obtain ethyl alcohol in bulk quantities, provide an approved plastic or metal container. Glass containers are not acceptable. Direct questions regarding approved containers to Environmental Health and Safety; telephone 335-3041.

Use the following University Stores item numbers when ordering:

Pint (200 proof):

University Stores #4025

Gallon (200 proof):

University Stores #4026

Five Gallon (200 proof):

University Stores #4027

Bulk (190 proof):

University Stores #4050

Sign the receipt and take possession of the ethyl alcohol. NOTE: Ethyl alcohol must be personally picked up and signed for by the requesting and using individual.

Delivery

University Stores delivers 55 gallon drums to the using department.

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50.25_Keys_to_University_Rooms_and_Buildings.htm

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RESPONSIBILITY

The head of a department is responsible for the department's assigned space. (See 50.20.) One aspect of this responsibility is approving and issuing keys and then reclaiming keys to rooms and buildings.

Determining need for keys to rooms and buildings is the administrator's prerogative.

An administrator may authorize the issue of a key only to space assigned to the department and the exterior doors leading to that space.

Access to Space

See 50.20.

Determining Need

Keys are considered to be tools necessary to complete assigned duties.

Guidelines for determining need for keys include the following:

Keys to University facilities may be assigned only to individuals with an official WSU affiliation, i.e., employees, students, or individuals doing research under contract to WSU.

In order to be assigned keys, each individual must possess a CougarCard with a valid student or employee identification number.

An employee with a continuing need to frequently access an area during the hours it is locked may be issued keys. Upon termination of employment or upon leaving permanently or for an extended period, keys must be returned to the department's key coordinator.

An employee or student with a temporary need to access an area during the hours it is locked may be issued keys for the required period. Keys must be returned to the department's key coordinator at the end of the period.

NOTE: An authorized person carries a CougarCard with a valid student or employee identification number when accessing University buildings after normal working hours. The individual shows the card to WSU Police or security staff upon request. See 50.24.

KEY CONTROL

All keys to University facilities are the property of WSU.

The following pages provide procedures for key control at:

WSU Pullman (see below)

WSU Spokane (see below)

WSU Tri-Cities (see below)

WSU Vancouver (see below)

See pages below regarding rekeying and keys for office furniture.

WSU Pullman Key Control

Each WSU Pullman department is responsible for establishing an inventory and control system.

The department chair or equivalent administrator appoints a departmental key coordinator. The department notifies the director of the applicable Facilities Operations office when a new key coordinator is appointed.

The department key coordinator is responsible for obtaining, issuing, and reclaiming keys to doors to the space assigned to the department.

Obtaining Keys

The WSU Key Shop is the only location where keys to Pullman rooms and buildings may be made. Possessing or making an unofficial reproduction of a WSU key is prohibited. The holder of an unofficial reproduction may be subject to disciplinary action.

The key coordinator uses one of the following methods to acquire keys:

Submittal of an online work request through the myFacilities website. NOTE: The key coordinator must use Internet Explorer browser version 5.0 or higher in order to submit work requests through this website.

To submit an online work request, go to:

https://myfacilities.wsu.edu

Complete all fields on the work request as indicated.

Identify the type of funding and applicable account number which will be used to cover the cost of the keys. If the key coordinator is not the expenditure authority for the account, he or she identifies the expenditure authority. The Key Shop contacts the expenditure authority for approval of the charges. (The Key Shop does not prepare and issue keys without funding approval.)

Submittal of a completed and approved Interdepartmental Requisition and Invoice (IRI) to the Facilities Operations Key Shop. See 70.05. This is an option if the key coordinator does not have access to a computer or does not have the required browser software installed. (The Key Shop does not prepare and issue keys without funding approval.) Work requests processed manually by IRIs may take longer for the Key Shop to complete than work requests submitted through the online process.

The Key Shop does not mail keys. Departments must make arrangements to pick up keys. Departments must provide the Key Shop with the names of the employees who are to pick up the keys.

The Key Shop notifies the key coordinator when keys are ready for pickup if the coordinator's telephone number is included in the online work request or on the IRI.

Departments allow at least three days for keys to be made.

Department personnel must present picture IDs when picking up keys and sign to verify receipt of keys.

Key Shop Hours

Contact Facilities Operations Dispatch for Key Shop hours; telephone 335-9000.

Assigning Keys

The key coordinator maintains records of key assignments on the following forms or on an equivalent form or computer database containing the same information.

Departments may obtain the Key Assignment Record and Key Roster forms by copying or printing the blank PDF masters on 50.25.13 and 50.25.14.

An automated template of the Key Assignment Record is available from the Procedures, Records, and Forms FileMaker Forms website at:

http://www.wsu.edu/~forms/fm.html

Key Assignment Record

This is a record of all keys assigned to a single individual. The individual signs the key agreement on the back of the form before keys are issued.

NOTE: Even if departmental key records are kept in a computer database, each individual assigned a University key is to sign the current version of the key agreement. The department retains the key agreement with key records.

Key Roster

This is a record of all key holders in the department who have been issued a specific key.

Deposit

Departments do not collect a deposit when a key is assigned.

Key Loss

The department of an employee who loses a key may be charged for the costs of key replacement and/or rekeying of locks. The department determines whether or not the employee is to reimburse the department for the costs.

Monies collected for the costs of key replacement and/or rekeying of locks are deposited as a recovery of expenditure in an appropriate departmental account in accordance with procedures in 30.53.

Reclaiming Keys

Employees

The department chair notifies the key coordinator of pending resignations or transfers in order to facilitate reclaiming of keys. See 60.74 regarding employee departure procedures.

If an employee resigns without returning an assigned key, and the administrator wishes to collect costs of lock and/or key replacement, the key coordinator sends a memorandum to University Receivables directing that specified fees be collected. A copy of the memorandum is sent to the employee at the last known address.

University Receivables sends a bill to the former employee.

Normal collection procedures are available if the bill is not satisfied or if the key is not returned. (See 30.56.)

Students

Students are subject to lock rekeying and/or key replacement fees if keys are lost or not returned.

These charges can be made against the student's damage deposit or available credits in the student's account.

If no funds are available, the student is sent a bill for the fee. Normal collection procedures are available if the bill is not paid or the key is not returned. In all cases, a letter must be sent to the student at the last known address to advise the student of the need for the key return.

Key Storage

The key coordinator stores extra keys in a key storage box.

Departments may purchase key storage boxes from the Key Shop office.

WSU Spokane Key Control

Key control is a duty of campus key coordinators at WSU Spokane. The campus key coordinators are responsible for establishing and maintaining key inventory and control systems for each campus.

The campus key coordinator is responsible for obtaining and issuing keys to doors to all spaces on the campus.

Obtaining Keys

Departments obtain all keys for mechanical locks and electronic access controls by submitting a signed Spokane key authorization card to the key coordinator in the WSU Spokane (WSUS) Facilities Operations office. The appropriate administrator must sign the key authorization card before keys are issued.

The WSUS Facilities Operations office does not mail keys. Departments must make arrangements with the WSUS key coordinator to pick up keys. Departments must provide the key coordinator with the names of the employees who are to pick up the keys.

Department personnel must present picture IDs when picking up keys and sign to verify receipt of keys.

Assigning Keys

The campus key coordinator maintains all campus records of key assignments on Spokane key authorization cards and a computer database.

WSU Spokane departments contact the Spokane Facilities Operations office, in the South Campus Facility Room 310, to obtain Spokane key authorization cards.

Deposit

Departments do not collect a deposit when a key is assigned.

Key Loss

A WSU Spokane employee who loses a key is charged for the costs of key replacement and/or replacement of key locks unless the employee's department notifies the key coordinator to charge the costs to the department.

WSU Spokane Students

A student who loses a key may be charged for the cost of key replacement and/or replacement of key locks.

Reclaiming Keys

Employees

At the time of an employee's departure, WSU Spokane departmental support personnel are to:

Reclaim the employee's keys at the time of departure and deliver the keys to the WSUS Facilities Operations office; or

Direct the employee to return the keys to the WSUS Facilities Operations office.

Prior to the employee's departure, the departmental support person and/or the departing employee may request a listing of the keys shown as issued to the employee in the key coordinator's database.

If an employee resigns without returning an assigned key, and the administrator wishes to collect costs of lock and/or key replacement, the key coordinator sends a memorandum to University Receivables directing that specified fees be collected. A copy of the memorandum is sent to the employee at the last known address.

University Receivables sends a bill to the former employee.

Normal collection procedures are available if the bill is not satisfied or if the key is not returned. (See 30.56.)

Students

WSU Spokane students are to return keys to their respective administrative offices at the time of departure or transfer. Each department establishes a departmental replacement key and lock policy and charges students accordingly for lost or unreturned keys.

These charges can be made against the student's damage deposit or available credits in the student's account.

If no funds are available, the student is sent a bill for the fee. Normal c ollection procedures are available if the bill is not paid or the key is not returned. In all cases, a letter must be sent to the student at the last known address to advise the student of the need for the key return.

Key Storage

WSU Spokane Facilities Operations stores all campus keys in secure lock boxes in a designated key storage area with limited access. The campus locksmith issues keys and returns keys to the secure area as the key coordinator submits key requests and returns.

WSU Tri-Cities Key Control

Key control is a duty of campus key coordinator at WSU Tri-Cities. The campus key coordinator is responsible for establishing and maintaining key inventory and control systems for each campus.

The campus key coordinator is responsible for obtaining and issuing keys to doors to all spaces on the campus.

Obtaining Keys

WSU Tri-Cities campus keys are issued upon the request of a department head to the campus key coordinator. The key coordinator must receive the request in writing on a Key Request Form completed and signed by the requesting employee's direct supervisor/manager.

The Key Request Form is available from the WSU Tri-Cities Facilities Department website at:

http://www.tricity.wsu.edu/facilities/

WSU Tri-Cities campus keys are made by a local vendor at the request of the campus key coordinator.

The WSU Tri-Cities key coordinator does not mail keys. Departments are to make arrangements to pick up keys.

Departments must provide the campus key coordinator with the names of the employees who are to pick up the keys. The key coordinator notifies the department head assistant when the keys are ready for pickup.

Departments are to allow at least one to two days for keys to be made.

Department personnel must present picture IDs when picking up keys and sign to verify receipt of keys.

Assigning Keys

The campus key coordinator maintains key records for all WSU Tri-Cities departments on Key Assignment Records and in a computer database. The key assignment database provides a record of all department key holders who have been issued specific keys.

Key Assignment Records

Key Assignment Records are available by copying and/or printing the blank PDF master on 50.25.13.

An automated template of the Key Assignment Record is available from the Procedures, Records, and Forms FileMaker Forms website at:

http://www.wsu.edu/~forms/fm.html

This is a record of all keys assigned to a single individual. The individual signs the key agreement on the back of the form before keys are issued.

NOTE: Even if departmental key records are kept in a computer database, each individual assigned a University key is to sign the current version of the key agreement. The department retains the key agreement with key records.

Deposit

Departments do not collect a deposit when a key is assigned.

Key Loss

The department of an employee who loses a key may be charged for the costs of key replacement and/or replacement of key locks. The department determines whether or not the employee is to reimburse the department for the costs.

Monies collected for the costs of key replacement and/or replacement of key locks are deposited as a recovery of expenditure in an appropriate departmental account in accordance with procedures in 30.53.

Reclaiming Keys

WSU Tri-Cities departmental support personnel are to reclaim the employee's or student's keys at the time of resignation or transfer. (See also 60.74 regarding employee departure procedures.)

The employee or student must complete a WSU Tri-Cities Key Return form listing the keys being returned. The individual returning the keys must sign the form. Copies of the WSU Tri-Cities Key Return form are available in the Copy Center and the Business Services Office.

Departmental support personnel submit returned keys along with the WSU Tri-Cities Key Return forms to the WSU Tri-Cities key coordinator.

Unreturned Keys

Employees

If an employee resigns without returning an assigned key, and the administrator wishes to collect costs of lock and/or key replacement, the key coordinator sends a memorandum to University Receivables directing that specified fees be collected. A copy of the memorandum is sent to the employee at the last known address.

University Receivables sends a bill to the former employee.

Normal collection procedures are available if the bill is not satisfied or if the key is not returned. (See 30.56.)

Students

Students are subject to lock or key replacement fees if keys are lost or not returned.

These charges can be made against the student's damage deposit or available credits in the student's account.

If no funds are available, the student is sent a bill for the fee. Normal collection procedures are available if the bill is not paid or the key is not returned. In all cases, a letter must be sent to the student at the last known address to advise the student of the need for the key return.

Key Storage

The key coordinator stores extra keys in a key storage box.

The campus key coordinator provides WSU Tri-Cities departments with key storage boxes upon request.

WSU Vancouver Key Control

Key inventory is maintained in the WSU Vancouver Facilities Operations department. The Facilities Operations department is responsible for obtaining, issuing, and reclaiming keys to doors to all spaces on the campus.

Obtaining Keys

Vancouver Facilities Operations is the only department authorized to have keys made or to issue keys to requesters for rooms and buildings on the WSU Vancouver campus.

The requesting department submits a green Vancouver key authorization card to Vancouver Facilities Operations. Both the appropriate administrator and the individual receiving the key must sign the authorization card. Key cards may be submitted through intercampus mail or in person by the requester or the appropriate departmental support person.

Vancouver Facilities Operations does not mail keys to the requester or his or her department. The requester or department support person must pick up the keys from the Vancouver Facilities Operations office.

Vancouver Facilities Operations recommends that the department or individual call prior to pickup to make sure that the needed keys are available. Key processing may take up to three days. The department must provide the Vancouver Facilities Operations with the name of the employee who is to pick up the keys.

Upon request, Vancouver Facilities Operations informs the requester or department support person when the keys are ready to be picked up.

Keys may be picked up whenever the Vancouver Facilities Operations main office is open, i.e., Monday through Friday, from 7:00 a.m. to 5:00 p.m.

Department personnel must present picture IDs when picking up keys and sign to verify receipt of keys.

Assigning Keys

Vancouver Facilities Operations maintains records of key assignments on the Vancouver key authorization card and a computer database.

Departments obtain green Vancouver key card forms from Vancouver Facilities Operations.

Deposit

Departments do not collect a deposit when a key is assigned.

Key Loss

The department of an employee who loses a key may be charged for the costs of key replacement and/or replacement of key locks. The department determines whether or not the employee is to reimburse the department for the costs.

Monies collected for the costs of key replacement and/or replacement of key locks are deposited as a recovery of expenditure in an appropriate departmental account in accordance with procedures in 30.53.

Reclaiming Keys

The department chair notifies the key coordinator of pending resignations or transfers in order to facilitate reclaiming of keys. (See 60.74 regarding employee departure procedures.)

The departmental support person may reclaim the keys or the individual may turn the keys in directly to the Vancouver Facilities Operations main office.

Complete a white Vancouver key return form listing the keys being returned. The individual returning the keys must sign the form.

Copies of the key return form are available from Vancouver Facilities Operations.

Unreturned Keys

Employees

If an employee resigns without returning an assigned key, and the administrator wishes to collect costs of lock and/or key replacement, the key coordinator sends a memorandum to University Receivables directing that specified fees be collected. A copy of the memorandum is sent to the employee at the last known address.

University Receivables sends a bill to the former employee.

Normal collection procedures are available if the bill is not satisfied or if the key is not returned. (See 30.56.)

Students

Students are subject to lock or key replacement fees if keys are lost or not returned.

These charges can be made against the student's damage deposit or available credits in the student's account.

If no funds are available, the student is sent a bill for the fee. Normal collection procedures are available if the bill is not paid or the key is not returned. In all cases, a letter must be sent to the student at the last known address to advise the student of the need for the key return.

Key Storage

When not in use, the individual or department must keep all assigned master and office suite submaster keys in a locked key box. Vancouver Facilities Operations provides key boxes upon request.

NOTE: Personnel at WSU Vancouver are not to take master and/or office suite submaster keys off campus.

REKEYING

Changes of keys and combinations may be made under the following circumstances with the approval of the campus facilities department director:

When the administrator in charge of the space concerned makes a written request to the director of the campus facilities operations office.

Upon the reported loss of either a submaster or a master key.

Upon the recommendation of the director of the campus facilities operations office or the police chief.

The cost of rekeying space is charged to the department if the rekeying is the result of an administrative request or the loss of a master or submaster key. If contractors or other external entities lose keys, the University bills them for the cost of the work required to rectify the loss.

Rekeying at WSU Vancouver

If repeated rekeying requests are made for the same space, Vancouver Facilities Operations conducts an evaluation to determine if there are key control issues and if an alternative security system is warranted (e.g., keypads). Vancouver Facilities Operations also determines whether or not a charge is to be assessed to the requesting administrator or department.

When key loss results in a high risk exposure, the space administrator, Public Safety, and Vancouver Facilities Operations collaborate to determine whether or not rekeying is required. All or part of the cost of rekeying in this circumstance may be charged to the department.

OFFICE FURNITURE

The WSU Pullman Facilities Operations key and lock service is available to assist with keys and locks for office furniture. Departments are charged for these services.

WSU Spokane

Keys to most WSU Spokane office furniture are available through the campus key coordinator and tracked in the key database. WSU Spokane departments are not charged for such keys.

WSU Tri-Cities

Office furniture keys are available through the campus key coordinator. WSU Tri-Cities departments are not charged for such keys.

WSU Vancouver

Keys to most WSU Vancouver office furniture and building casework are available from Vancouver Facilities Operations at no charge to requesters.

RESIDENCE HALLS

All keys to residence hall rooms at WSU Pullman are issued and managed by Housing Services.

See the PDF forms:
50.25.13: Key Assignment Record, and
50.25.14: Key Roster
Complete and/or print as needed

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DEFINITION

A solicitor is one who contacts WSU staff, faculty, or students for the purpose of canvassing, petitioning, and/or merchandising, including buying or selling.

Applicability

This policy applies to solicitation within the boundaries of WSU-owned or controlled property. (WAC 504-35-030(5))

This policy also applies to solicitation contacts made by telephone, facsimile machine, e-mail, or any other means of contacting WSU staff, faculty, or students.

PRIOR APPROVAL

Solicitors may contact WSU staff, faculty, and/or students with appropriate approval.

Before contacting WSU staff, faculty, and/or students, a solicitor must obtain written approval from the Office of Finance and Administration.

The Office of Finance and Administration specifies the conditions of solicitation. The conditions may specify individuals to be contacted, specific times contact is appropriate, and/or acceptable locations for the contact.

VENDORS

WSU's Purchasing Services coordinates the activities of vendor representatives. See 70.11 for procedures vendor representatives use to contact WSU employees.

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ADMINISTRATIVE APPROVAL

Vendor representatives may contact University departmental personnel if appropriate prior administrative approval has been secured. (WAC 504-35-050) Before contacting University personnel, a vendor representative must either:

Have prior approval from the Purchasing Manager, or

Have been specifically invited by University personnel to demonstrate, explain or otherwise present a product or service. The product or service must have an anticipated application relating to official University business.

Other solicitors follow procedures as outlined in 50.21 before contacting departmental personnel.

VISITS BY VENDOR REPRESENTATIVES

Purchasing transactions must be routed through the Purchasing Office. Departmental personnel may not initiate orders directly with the vendor representative. See 70.10.

A vendor representative must not disrupt the routine office operations or consume an inordinate amount of University employees' time. Departmental personnel should report disruptive, abusive, or otherwise offensive vendor representatives to Purchasing. An especially troublesome vendor representative may be denied access to University personnel.

University personnel are responsible for conducting the University's business in a manner that is above reproach in every respect. University personnel must be fair and impartial and show no favorites in dealing with vendors. The overall purchasing goal is to maintain the best interest of the University.

DEMONSTRATION EQUIPMENT

Vendor representatives are encouraged to leave demonstration equipment with WSU personnel on a trial basis. Representatives are encouraged to advise the Purchasing Office in writing that the demonstration equipment has been placed. This will provide a future reference for Purchasing. WSU assumes no risk or liability other than normal care and security for a demonstration unit.

Regular competitive bidding procedures must be followed even though WSU personnel are favorably impressed by a particular demonstration unit.

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BPPM Revision Memorandum

November 8, 1999

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number One Hundred Fifty-Two

This BPPM revision includes the following changes:

Merchandise and Consumable Inventories 20.53

This new policy outlines requirements for departments which maintain merchandise and/or consumable inventories. Procedures for conducting a physical inventory and submitting fiscal year-end inventory value information are also included in this new section.

Keys to University Rooms and Buildings 50.25

This revision removes references to the Building Pass, which was discontinued in July 1999. The Key Shop hours have also been updated.

PDF versions of the Key Assignment Record form and the Key Roster form have been added to the online BPPM.

Form: Direct Deposit Authorization 55.50.3

Payroll Services has added a PDF version of the newly-revised Direct Deposit Authorization form to the BPPM.

Determining Pay Status--Employee or Contractor 60.01

The title of this section has been changed.

This revision clarifies the factors used when evaluating whether a service should be provided by an employee or an independent contractor.

Promotional Organizational Units 60.69

This revision reflects the current organization of the University's promotional organizational units.

Alcohol for Laboratory Use 70.22

This revision updates the procedures for purchasing alcohol for laboratory use and clarifies the type of alcohol (ethyl alcohol) which is controlled.

Form: Annual Report of Consultant and Extended Professional Activities 60.44.6

The Provost's Office issued a revision to the form wording.

Form: Network Services Account Request 80.37.5

The Information Technology Phone Desk made a minor editorial change.

Return to the Policies and Procedures Manuals home page.

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This section has moved to a new BPPM chapter. You will be automatically redirected to the section's new location at:

http://www.wsu.edu/~forms/HTML/BPPM/85_Computing_and_Telecommunications/85.44_Telephone_Dialing_Procedures.htm

If you are not redirected within 5 seconds, click the hyperlink above.

Please update your bookmarks.

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BPPM Revision Memorandum

December 9, 1999

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number One Hundred Fifty-Three

This BPPM revision includes the following changes:

Employing Non-U.S. Citizens 60.05

This revision updates the listing of immigration codes and general restrictions on employment in accordance with the current codes used by the U.S. Immigration and Naturalization Service.

Instructional Support Services 80.13

This revision updates Instructional Support Services (ISS) equipment repair and electronic information distribution services available to both WSU and non-WSU customers.

Telephone Dialing Procedures 80.44

The Information Technology Phone Desk has updated the listing of telephone numbers for information and assistance.

All-University Records Retention Schedules: Accounting/Fiscal Records 90.01.14-18

The following records series have been added to the All-University Records Retention Schedules:

Accounts Receivable Management System (ARMS)
Credit Card Refund Voucher
Credit Card Transaction Records

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BPPM Revision Memorandum

January 7, 1998

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number One Hundred Ten

Travel Rates 95.19

1998 High Cost Rates by State A-L
1998 High Cost Rates by State M-O
1998 High Cost Rates by State P-Z

The federal government has released the 1998 high cost travel per diem rates. These reimbursement rates are effective as of January 1, 1998.

Use the 1997 high cost rates for 1997 travel. See 1997 High Cost Rates by State A-L, 1997 High Cost Rates by State M-O, and 1997 High Cost Rates by State P-Z.

Return to the Policies and Procedures Manuals home page.

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BPPM Revision Memorandum

January 22, 1998

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number One Hundred Eleven

Department Orders 70.07

This revision provides instructions for printing the Department Order using the WWW Department Order template.

Return to the Policies and Procedures Manuals home page.

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BPPM Revision Memorandum

January 22, 1998

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number One Hundred Twelve

Automated Blank Form Masters in BPPM and SPPM

All of the blank master forms in the BPPM and SPPM have been automated. Master forms available in the manuals may be completed on-screen and printed using Adobe Acrobat Reader version 3.0 or greater.

IMPORTANT NOTES:

Fill in the form and print a hard copy before closing the file. The data typed into the form cannot be saved. Adobe Acrobat Reader does not allow the automated form file to become a database.

Also, Acrobat Reader does not include check boxes in the tab order. Check boxes must be selected by moving the cursor to the appropriate check box. Click the mouse button to turn checks on or off.

To speed up printing time, download each form and access it directly with Acrobat Reader. Printing time is increased when printing from Acrobat within an Internet browser.

Select File-->Save As from the top of the Internet browser screen.
Select Save As: Source
Select the directory location to place the form file.

Return to the Policies and Procedures Manuals home page.

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BPPM Revision Memorandum

February 3, 1998

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number One Hundred Thirteen

Expense Assignment Action 58.03

Position Control has updated and simplified procedures for processing Expense Assignment Actions.

Return to the Policies and Procedures Manuals home page.

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BPPM Revision Memorandum

February 5, 1998

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number One Hundred Fourteen

Nonservice Pay Authorization 30.30

This revision brings the procedure into conformance with the form which was revised in May 1997. In addition, the revision adds a statement that says Nonservice Pay Authorization forms may not be used to process student scholarships.

Return to the Policies and Procedures Manuals home page.

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BPPM Revision Memorandum

February 24, 1998

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number One Hundred Fifteen

Position Identifying Description (PIDD) 58.04

HRS no longer receives a copy of the PIDD, since the PIDD form does not affect the employee. The information is available in HEPPS.

The Position Identifying Description Change Form (WSU 1265) remains the same.

Return to the Policies and Procedures Manuals home page.

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University mailing services departments send mail designated for employees who have left WSU permanently or temporarily to the employee's last WSU department. Departmental personnel determine the appropriate destination for the mail.

Official Mail

Official departmental mail addressed to the employee is routed to the employee's successor or replacement.

Employee Mail

Mail specifically for the employee (not departmental or WSU business) is forwarded according to the following guidelines and the employee's written instructions. In cases of conflict between an employee's written instructions and WSU policy, policy provisions are to be followed.

General Guidelines

The following applies to mail not routed to the employee's successor or replacement.

If an employee left no forwarding address or instructions, the department returns it to the campus mailing services office marked "terminated-no forwarding address."

Do not destroy mail marked "Return Service Requested." To do so violates USPS instructions. Return such items to the campus mailing services office.

Express Mail and First-Class Mail

Express mail and first-class mail, including postal and postcards and priority mail, may be forwarded at no charge for up to 12 months after the employee leaves WSU.

When forwarding mail, cross out but do not obliterate the old address. Write the new address below or beside the old one.

If more than 12 months have elapsed since the employee left, treat these classes of mail as indicated below for "Other Mail."

Other Mail

All mail other than express, first-class, and priority may be forwarded using the former employee's stamps and envelopes. If the employee did not provide stamps and envelopes, each item may be returned to the sender only if the mail piece is marked with a Move Update endorsement. Examples of Move Update endorsements include "Return Service Requested," "Change Service Requested," "Address Service Requested," or "Forwarding Service Requested."

Dispose of the mail piece if the sender has not used such an endorsement.

BEFORE EMPLOYEE LEAVES WSU

The employee provides the department secretary with the following:

The complete new address.

Stamps and envelopes if the employee wishes the department to forward mail other than first-class, express, or priority.

Any other special instructions.

Personal Mail

Personal mail may not be routed to WSU to be forwarded or held. Employees on sabbatical are to make other arrangements for their personal mail while temporarily away from WSU.

ASSISTANCE

For assistance with mail services at each of the campuses, see the following:

WSU Pullman Mailing Services

Website: http://publishing.wsu.edu/mailing-services/

Telephone: 335-2104

WSU Spokane Mail Services; telephone 509-368-6995.

WSU Tri-Cities Copy and Mail Distribution Center; telephone 509-372-7273.

WSU Vancouver Plant Services Shipping and Receiving

Website: http://admin.vancouver.wsu.edu/mailroom

Telephone: 360-546-9708.

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University mailing services departments at WSU Pullman, WSU Spokane, WSU Tri-Cities, and WSU Vancouver deliver incoming U.S. mail to identifiable WSU addresses. See 80.20.

WSU Pullman

For more information concerning WSU Pullman mail services, see the Mailing Services website at:

http://publishing.wsu.edu/mailing-services/

or telephone 509-335-2104.

WSU Spokane

For more information concerning WSU Spokane mailing services, contact Mail Services at 412 E. Trent Ave.; telephone 509-368-6995.

WSU Tri-Cities

For more information concerning WSU Tri-Cities mailing services, contact the Copy and Mail Distribution Center; telephone 509-372-7273.

WSU Vancouver

For more information concerning all WSU Vancouver mail services, see Plant Services' WSU Vancouver Mailroom website at:

http://inside.vancouver.wsu.edu/

or telephone 360-546-9708.

UNIDENTIFIABLE ADDRESSES

If the address on the outside of a piece of first-class U.S. mail is illegible or incomplete, mailing services personnel open the item to determine the intended destination.

First-class mail which is completely unidentifiable is returned to USPS marked "insufficient address, return to sender."

Unidentifiable or insufficiently addressed standard-class mail endorsed by the sender with a Move Update endorsement such as "Address Correction Service" is returned to the sender marked "insufficient address."

Unidentifiable or insufficiently addressed standard-class mail without a Move Update endorsement is discarded.

PERSONAL MAIL

As a courtesy to new faculty and staff members, University mailing services departments deliver incoming personal mail which is properly addressed until the new employee acquires a permanent home mailing address.

Personal packages for new employees are retained by the campus mailing services department. The mailing services office notifies the new employee of the package's arrival and when it may be picked up.

Postage due items for new employees are charged to the department's budget and project number.

When dealing with outside mail sources, WSU personnel are not to indicate WSU as an appropriate address for personal mail. WSU employees on sabbatical are not to have personal mail forwarded to their department.

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BPPM Revision Memorandum

March 17, 1998

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number One Hundred Sixteen

This BPPM revision includes the following changes:

Mailing Services 80.20

Mailing Services has changed the location of midafternoon rush mail pickup in French Administration to Room 144.

Incoming U.S. Mail 80.22

The U.S. Postal Service (USPS) has changed the postal class title for third class mail to standard mail.

Forwarding Mail 80.23

This revision adjusts a mailing instruction label from "Return Postage Guaranteed" to "Return Service Requested," in accordance with USPS instructions.

Addressing Foreign Mail 80.25

This revision adds procedures for complying with FAA regulations which now require that each parcel weighing over one pound include a completed Customs Sender's Declaration.

University Records--Retention and Disposition 90.01

This revision reflects changes to the general records retention schedules issued by the Washington State Records and Archives Division. These changes have been incorporated into the All-University Records Retention Schedule. Accordingly, the following schedules have also been added to the All-University schedule: Adminstrative--Executive Level Records, Mail Services Records, Property Management Records, Public Affairs and Public Disclosure Records, and Records Management Files.

The text of this section has been changed with regards to nonrecords, which are now covered as a general schedule record series.

Return to the Policies and Procedures Manuals home page.

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BPPM Revision Memorandum

April 2, 1998

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number One Hundred Seventeen

This BPPM revision includes the following changes:

Shipping Services 80.15

While the Request for Shipment of Merchandise form is still used to ship outgoing packages or to return items to vendors, Receiving, Delivery, and Shipping has discontinued its use to settle damage claims or reroute misdirected parcels.

Incoming Freight 80.27

Receiving, Delivery, and Shipping has added instructions for processing COD parcels.

Return to the Policies and Procedures Manuals home page.

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Private freight companies deliver most incoming University freight for Pullman campus departments to Central Receiving. Central Receiving is located on Dairy Road, which is accessed from Grimes Way.

CENTRAL RECEIVING PROCEDURES

Purchased Merchandise

Central Receiving personnel match the package against outstanding Receiving Reports using the purchase order number on the package label. Central Receiving processes the parcel and order as described in 70.14.

Parcels Not Matched to Receiving Reports

Central Receiving receives many parcels which cannot be matched to outstanding Receiving Reports. Such parcels may include:

Unsolicited catalogs.

New releases of software provided as automatic updates by software companies.

Sample textbooks, films, cassettes.

Parcels without purchase order numbers on labels.

Items purchased on blanket orders and contracts.

Items purchased on purchasing cards.

Determining Correct Location

In such cases, Central Receiving attempts to determine the correct destination by noting a name or department on the label.

Destination Can Be Determined

Central Receiving delivers the item to the indicated location.

A representative from the recipient department signs Central Receiving's delivery manifest. Upon signing the manifest, the department becomes responsible for the merchandise in the parcel. This responsibility includes:

Routing the item to the correct individual within the department.

Following procedures in 70.14 if the parcel includes purchased merchandise.

Paying fees or costs associated with the parcel.

Routing the parcel back to Central Receiving if it does not belong to the department.

Destination Cannot Be Determined

If a campus destination cannot be determined, Central Receiving returns the parcel to the off-campus sender.

PARCEL POST

Mailing Services receives all incoming U.S. parcel post shipments.

Forwarding

Mailing Services forwards insured parcel post packages to Central Receiving. (Mailing Services assumes that insured parcels are purchased merchandise which must be matched with Receiving Reports.)

Uninsured Parcels

Mailing Services sends uninsured parcels directly to the designated individual or department. Department personnel are to follow procedures outlined in 70.14 for "Merchandise Received Directly by Departments," if the department receives a parcel from Mailing Services for purchased merchandise.

COD Parcels

Central Receiving pays the merchandise, freight, and COD (collect on delivery) service fees for all COD parcels which arrive on their dock. Central Receiving charges the budget of the administrative unit that ordered the goods. NOTE: COD orders are exceptions to standard policy and are to be used only in exceptional circumstances.

Instruct the vendor that Central Receiving must receive the following information to process a COD order:

A mailing label including:

Purchase order number, and

Contact name of the individual or department requesting the parcel.

An itemized invoice specifying the cost of the merchandise and he cost of the freight attached on the outside of the package.

Omission of any one of these items will result in a delivery delay.

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BPPM Revision Memorandum

April 24, 1998

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number One Hundred Eighteen

Biographical Data Sheet 60.13.2

This revision removes the social security number field from the Biographical Data Sheet.

Return to the Policies and Procedures Manuals home page.

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BPPM Revision Memorandum

April 30, 1998

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number One Hundred Nineteen

WSU Holidays 60.76

Human Resource Services has released the holiday schedule for fiscal year 1998-1999.

Purchasing from Personal Computing and Communications (PCC) 70.25

This section has been removed. The PCC closed April 10, 1998.

Form: Records Disposition Notice 90.01.9

This form has been discontinued. Records coordinators no longer submit this form to Procedures and Forms when disposing of records. However, all records must be disposed of in accordance with the All-University Records Retention Schedule and any applicable unique departmental records retention schedules.

Return to the Policies and Procedures Manuals home page.

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BPPM Revision Memorandum

May 26, 1998

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number One Hundred Twenty

Relocation Expenses 70.30

The University has adopted state limits from the OFM Manual regarding weight and dollar limits.

Taxable Relocation Expenses 70.34

Certain taxable expenses may be paid from state accounts, in accordance with the OFM Manual. This revision removes the requirement that taxable expenses be supported by 17A accounts only.

Return to the Policies and Procedures Manuals home page.

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BPPM Revision Memorandum

May 29, 1998

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number One Hundred Twenty-One

This BPPM revision includes the following changes:

Advance Expenditure Authorization 40.10

This section and form have been incorporated into 40.23. See below.

Sponsored Project Activity Request 40.23

This revision combines procedures and forms for Advance Expenditure Authorizations (previously 40.10) with Expanded Authorities (40.23).

Internal Control--Payroll 55.03

The University has adopted internal controls from the OFM Manual regarding payroll processing and record keeping.

Buying Through the Purchasing Department 70.13

This revision reflects changes in the direct buy sealed bid limit. It also updates processing procedures used with PAPR. This section was previously titled Purchasing from Outside Vendors.

Ordering Alcoholic Beverages 70.29

This revision eliminates the WSU Pullman requirement that units process requests for permits/licenses through the CUB. Use of the Banquet Permit Authorization form is also eliminated. WSU units interact directly with the liquor store and alcohol vendors when obtaining permits/licenses and alcohol.

Return to the Policies and Procedures Manuals home page.

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http://www.wsu.edu/~forms/HTML/BPPM/40_Sponsored_Agreements/40.23_Sponsored_Project_Activity_Request.htm

If you are not redirected within 5 seconds, click the hyperlink above.

Please update your bookmarks.

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BPPM Revision Memorandum

June 19, 1998

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number One Hundred Twenty-Two

All-University Records Retention Schedule: Payroll and Personnel Records Used Campus-Wide 90.01.22-27

The State Records Committee has approved departmental retention periods for Course/Instructor Evaluations and Course Evaluation Summaries.

This revision also includes changes to the records retention for the Payroll Expense Audit Report, Personnel Action, and Positive Pay Report.

Return to the Policies and Procedures Manuals home page.

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BPPM Revision Memorandum

June 26, 1998

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number One Hundred Twenty-Three

This BPPM revision includes the following changes:

WSU Receipts 30.52

The Controller's Office has added new procedures for managing WSU Receipt forms.

Cash Handling 30.53

This revision includes requirements for segregation of duties for cash handling. The revision also updates procedures for preparing cash deposits.

Return to the Policies and Procedures Manuals home page.

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OVERVIEW

Employing departments giving cash awards to employees in recognition of achievements related to employment are to process the awards through Payroll Services.

Students

Departments process cash awards to students as departmental scholarships. See 30.90.

Supporting Account

Expenditures from a 17A account to support expenditures for employee awards must be allowable in accordance with section 70.33.

PROCEDURE

The employing department sends a memorandum including the following information to the Director, Payroll Services.

Name of recipient,

Social security number of recipient,

Whether the money is to be included in the employee's pay or issued as a separate check,

Whether or not the award is to be confidential until issued,

Supporting account code,

Gross amount to be awarded (see below under Deductions),

Short description of the award,

If the award is a separate check, indicate when the check is required and who will pick up the check,

Signature of the responsible dean or equivalent administrator.

Route the memorandum to Payroll Services at least two weeks before the award is to be given to the employee.

Deductions

Payroll Services deducts the following from all payments:

Withholding tax (typically the 28% supplemental rate)

Social Security (6.2% of gross)

Medicare (1.45% of gross)

Payroll Services can calculate the award one of two ways, gross to net or gross up. Either way, Payroll Services makes appropriate deductions and remits and reports them to the federal government.

Gross to Net

EXAMPLE: Using the gross-to-net method, Payroll Services would generate a payment to the employee of $643.50 from a gross of $1000.

Gross Up

If the department wants the employee to actually receive a set amount with taxes and withholding prepaid, Payroll Services would calculate the necessary gross using the gross-up method. EXAMPLE: To generate a check to the employee of $1000, the department would have to actually pay $1672, i.e., $1554 gross and $118 in contributions.

Supporting Documentation

The department is responsible for retaining supporting documentation that provides justification for the award and describes the selection process.

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BPPM Revision Memorandum

July 30, 1998

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number One Hundred Twenty-Four

Cash Awards to WSU Employees 55.56

This new section provides procedures for processing cash awards.

Return to the Policies and Procedures Manuals home page.

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BPPM Revision Memorandum

August 7, 1998

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number One Hundred Twenty-Five

This BPPM revision includes the following changes:

Property Inventory 20.50

This revision clarifies responsibilities regarding physical inventories for sponsored agreements and includes subcontractors in the physical inventory process. Additional descriptions for "small and attractive" items are provided.

Expenditure Objects and Subobjects 70.09

This revision updates objects 06 and 16 to reflect a $5,000 minimum for capitalized equipment and adds a definition for object 18.

Return to the Policies and Procedures Manuals home page.

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BPPM Revision Memorandum

September 1, 1998

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number One Hundred Twenty-Six

This BPPM revision includes the following changes:

Buying Meals or Light Refreshments for Meetings 70.31

The chair/director may now approve the Request to Serve Food form.

General Travel Policies 95.01

Area administrators may delegate authority to approve travel to chairs and directors.

Travel Authority 95.05

The Travel Authority form has been revised.

Travel Authorities are no longer routed to the Travel Division except when advances or conference registrations are requested. Most Travel Authorities are completed, routed and filed in departments and colleges. Departments may decide whether or not to enter TA Numbers on Travel Authorities and Travel Expense Vouchers. If used, TA Numbers are assigned by the originating department.

Meals and Lodging 95.06

This revision clarifies how to report shared lodging on the TEV.

Miscellaneous Travel Expenses 95.08

Charges for business telephone calls are now included with allowable travel-related expenses.

Rental Cars 95.12

This revision clarifies the procedures for obtaining rental vehicles under state contract.

Applicant Travel 95.14

A state account may support meal expenses for an applicant, spouse, and interviewer.

Travel Expense Voucher 95.20

The Travel Expense Voucher has been revised. Do not enter social security number for WSU personnel; use the claimant's WSU identification number instead. Entry of social security number is required for non-WSU claimants. Visa type is now collected on TEV for noncitizens. When applicable, enter the lodging exception rule on the TEV. The TEV must be approved by the traveler's supervisor.

Speaker Travel and Speaker Fees 95.25

Refer to the University Tax Accountant for special instructions in hiring noncitizen speakers.

Return to the Policies and Procedures Manuals home page.

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A WSU employee may authorize Payroll to deposit his or her paycheck in any U.S. bank which is a member of an automated clearing house.

Advantages

Direct deposit has the following advantages:

Direct deposit eliminates the possibility of a lost or delayed paycheck.

Pay is deposited without further employee action.

Payroll Services corrects errors or makes other adjustments in an employee's pay without delaying the deposit. (An error in a paper paycheck requires reissuance of the check.)

Employee Procedures

Complete a Direct Deposit Authorization form which is available at the Payroll Services in French Administration 236 or from the Payroll Services web site at:

http://www.wsu.edu/payroll/

Select Quick Links, then
Select Direct Deposit

Submit the completed Direct Deposit Authorization and a bank deposit ticket or a voided check to Payroll Services.

NOTE: A bank deposit ticket is usually found in the back of the employee's checkbook.

PROCESS

Earnings Statement

After the direct deposit process is in place, Payroll Services posts earnings statements for the employee on the secure Web PBS (Payroll and Benefits Services) site. To view earnings statements, go to:

http://www.wsu.edu/payroll/

Select Web PBS

An employee who does not have a personal computer at their work station may access earning statements at any WSU InfoNet Kiosk or personal computer capable of supporting secured transactions.

Credit Employee's Account

On each pay day, the employee's bank credits the amount of the employee's pay to the designated account.

Direct deposit continues until the employee gives Payroll Services written notice to change the account, to discontinue the direct deposit, or to make any other changes in the service.

Scheduled LWOP After a scheduled leave without pay, academic and cyclic-year employees do not have to reauthorize direct deposit to continue the process.

Employees Who Receive Paychecks

Employees who do not authorize direct deposit receive paychecks at the mailing addresses recorded in the University Name and Address File. The post office does not forward paychecks.

Make address changes by using the Address and Telephone Maintenance Service (ATMS) available at any WSU InfoNet Kiosk or personal computer capable of supporting secured transactions. See 90.70.

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BPPM Revision Memorandum

September 10, 1998

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number One Hundred Twenty-Seven

This BPPM revision includes the following changes:

Employees make changes to their payroll addresses by directly accessing the Address and Telephone Maintenance Service (ATMS) through a WSU InfoNet Kiosk or a personal computer. The ATMS is the computer application used to update information in the University Name and Address File. The following sections have been revised to reflect this new procedure:

Withholding Federal Income Tax (W-4 Form) 55.10

Direct Pay Deposit 55.50

Temporary Employment Forms 60.27

University Name and Address File 90.70

BPPM Revision 127 also includes the following changes:

Payment Upon Separation of Employment 55.49

This revision changes the address change procedure for employees who are moving after separation of employment. The Address Change Request form has been discontinued, and address change requests for former employees are submitted directly to Payroll.

Department Orders 70.07

If a vendor does not place a WSU Order Number on the package label, Receiving and Delivery may return the package to the vendor after attempting to locate the recipient.

Return to the Policies and Procedures Manuals home page.

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REQUIREMENT

An employee should complete, sign, and submit to Payroll Services a W-4 form (Employee's Withholding Allowance Certificate) before Payroll Services makes any salary or wage payments. Until the employee completes and submits a W-4, Payroll Services withholds the maximum amount allowable from the employee's paycheck.

The employee declares the IRS filing status and the number of withholding allowances to withhold on the W-4 form.

Payroll uses this information to compute the amount to withhold from the employee's taxable gross salary.

The forms are available at Payroll Services or may be downloaded from the Payroll Services web site. Go to:

http://www.wsu.edu/payroll/

PAYROLL ADDRESS

Payroll Services uses the address on the employee's initial W-4 for paychecks, earnings statements, and any other payroll mail.

Employees may change their payroll address through zzusis. See 90.70.

Employees may not use a WSU departmental address as the payroll address.

OTHER REFERENCES

See 55.49 for additional information about federal income tax withholding.

EXCHANGE VISITORS (J1)

A new exchange visitor with a J1 immigration code should request that Payroll Services do a tax analysis for the current year.

The exchange visitor should request a tax analysis by December for the following calendar year. NOTE: A tax analysis is only good for the current calendar year, ending 12/15/YY.

Payroll Services deducts OASI and Medicare payments until the tax analysis is conducted. If the exchange visitor is exempt from federal income tax the tax analysis is to be renewed each year by February 15.

Refer to 60.05 for more information regarding employment of non-US citizens.

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BPPM Revision Memorandum

September 16, 1998

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number One Hundred Twenty-Eight

This BPPM revision includes the following change:

All-University Records Retention Schedule: Accounting/Fiscal Records 90.01.14-18

This revision changes the record series titled General Ledger Weekly and Monthly Detail. The retention period for copies held in the General Accounts Office has changed from FY plus 1 year to FY plus 0.

There is no change to the retention of department copies of these records.

Return to the Policies and Procedures Manuals home page.

Procedures and Forms – BPPM Revision Memo 129

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BPPM Revision Memorandum

September 24, 1998

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number One Hundred Twenty-Nine

This BPPM revision includes the following change:

Processing University Contracts 10.11

This new section provides procedures for negotiating, drafting, reviewing, and approving general contracts.

Return to the Policies and Procedures Manuals home page.

Procedures and Forms – BPPM Revision Memo 130

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BPPM Revision Memorandum

September 24, 1998

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number One Hundred Thirty

This BPPM revision includes the following changes:

Payroll Documents Schedule 55.04

This revision adds information for accessing the Payroll Document Schedule from the Payroll Services WWW site.

Purchasing Published Materials 70.26

Departments may use the Department Order, Quick Purchase Order, or Departmental Requisition to purchase published materials from any vendor. Departments may use the Department Order to order galley proofs or reprints.

Return to the Policies and Procedures Manuals home page.

70.26_Purchasing_Published_Materials.htm

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PURCHASING
70.26
Revised 6-12
Purchasing Services
335-3541 PDF link

STANDARD PROCEDURES

Under most circumstances, departments use one of the following procedures to purchase published materials:

Process a purchasing card to purchase publications if the cost of the order, including shipping charges and sales or compensatory tax charged by the vendor, does not exceed the single transaction limit assigned to the card. See 70.08.

Process a Department Order (DO) to purchase publications if the cost of the order does not exceed $10,000, not including shipping and tax. See 70.07.

Process a Departmental Requisition to purchase publications from outside vendors if the cost of the order exceeds $10,000. See 70.10.

SPECIAL PROCEDURES

When required, departments use the following special procedures for ordering publications:

Prepayment by Check Required

Certain professional organizations and governmental agencies do not accept purchasing card transactions and require that a check accompany each order.

The Controller's Office makes a prepayment if a vendor's order form or other documentation from a vendor is submitted with the Departmental Requisition. The submitted documentation should substantiate the following:

Prepayment is required,

Vendor's address, and

Current price for the item requested.

An order form, an advertisement, a page from a current catalog, a letter, or a current price list may be used for documentation.

A department may not request prepayment simply to avoid postage or handling charges unless these charges exceed $50.00.

Subscriptions/Renewals/Memberships

If the publisher or association does not accept purchasing card transactions, process a Departmental Requisition to purchase a subscription, renewal, and/or professional membership.

Provide Purchasing Services with evidence of the current rate. Attach one of the following to the Departmental Requisition:

Renewal notice,

Invoice, or

Copy of the newspaper/periodical masthead which shows the subscription rate and address.

Reprints and Page Charges

In most cases, the department requests galley proofs directly from the vendor using the vendor's order form. Usually galley proofs must be returned immediately.

If the publisher or association does not accept purchasing card transactions, the department may use a Department Order (see 70.07) to make a reprint purchase. Refer to the DO vendor copy sample in the PDF version of 70.26.3. Route the galley and the vendor's order form with the DO sent to the vendor.

If the cost exceeds $10,000, the department must use a Departmental Requisition. The galley may be returned with a copy of the vendor's order form indicating that the "Purchase Order to follow."

NOTE: See 70.10 for definitions of organization number (Org. No.) and Departmental Requisition number.

Include the following shipping and billing addresses on the vendor's order form which accompanies the galley proofs:

Shipping Address

The shipping address must include the following information:

Washington State University; and

Address of the campus central receiving department (see 70.14); and

Department name; and

Department Order number or the number of the purchase order issued for a Departmental Requisition, e.g., K123456; or

If purchased with a purchasing card, include the name of the recipient, building, and room number. (See 70.08.)

The information assists the campus receiving department with recording the shipment as received in the the online Purchasing/ Accounts Payable/Receiving Application (PAPR). This expedites payment to the vendor. See 70.14.

NOTE: Do not use a departmental address or a home address as the shipping address.

Billing Address

Enter one of the following billing addresses on the vendor's order form:

Purchasing Card Purchase

Washington State University
(Dept. Name)
(Department Address, City, State, Zip)

DO / Dept. Req. Purchase

Washington State University
PO Box 641025
Pullman, WA 99164-1025
ATTN: (DO or Dept. Req. No.)

Completing the Order

Use a purchasing card (see 70.08), or complete a Department Order (see 70.07) or a Departmental Requisition (see 70.10).

Include the manuscript (ms. #) or article number assigned by the publisher (if there is one), the title of the manuscript, the author(s), journal title, projected publication date (if known), estimated number of pages, whether covers are required, and the number of reprints ordered.

If a certain number of reprints are provided at no charge in addition to those ordered, include this information in the purchasing card transaction notes in the online statement system, on the Department Order, or on the Departmental Requisition.

Include page charges (if appropriate) as a separate item on the order or requisition, indicating the estimated number of pages and amount charged per page.

If page charges and reprints are to be paid to separate vendors, prepare a separate purchasing card transaction, Department Order, or Departmental Requisition for each vendor.

Route a readable copy of the vendor's order form with the Department Order or the Departmental Requisition. If processing the order with a purchasing card, route a readable copy of the vendor's order form to the vendor with the purchasing card information.

LIBRARY MATERIALS

Departments are to consider using the University library system as an alternative for publications needed for brief reference.

Purchase

To recommend that the library add a publication to its permanent collection, submit a completed Library Purchase Request form. The form is available at the Library's Griffin website at:

http://www.wsulibs.wsu.edu/griffin/request/

Interlibrary Loan

Instead of recommending a library purchase, an individual may consider requesting the needed publication through an interlibrary loan. To request such a loan, go to:

http://www.wsulibs.wsu.edu/general/illfront.htm

Procedures and Forms – BPPM Revision Memo 131

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BPPM Revision Memorandum

September 30, 1998

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number One Hundred Thirty-One

This BPPM revision includes the following change:

Employee Requests for Temporary Schedule Changes 60.33

This new section provides procedures for employee requests for temporary schedule changes.

Return to the Policies and Procedures Manuals home page.

Procedures and Forms – BPPM Revision Memo 132

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BPPM Revision Memorandum

October 5, 1998

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number One Hundred Thirty-Two

This BPPM revision includes the following change:

Acquiring Equipment Under Federal Agreements 40.12

This revision adds information about acquisition of equipment when subcontracts are involved and updates the screening and preapproval processes for equipment acquisition.

Return to the Policies and Procedures Manuals home page.

40.12_Acquiring_Equipment_Under_Federal_Agreements.htm

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http://www.wsu.edu/~forms/HTML/BPPM/40_Sponsored_Agreements/40.12_Acquiring_Equipment_Under_Federal_Agreements.htm

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Procedures and Forms – BPPM Revision Memo 133

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BPPM Revision Memorandum

December 9, 1998

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number One Hundred Thirty-Three

This BPPM revision includes the following changes:

WSU Receipt Request 30.52.8

This revision adds an organization number field to the WSU Receipt Request.

Facilities and Administrative Costs 40.25

This revision makes the following changes:

The title of this section has been changed from Indirect Costs to Facilities and Administrative Costs.
The definition and application of off-campus rate eligibility and the procedure for applying location rates are adjusted to conform with the agreement between the University and the Department of Health and Human Services.
Departments may view distribution base and facilities and administrative (F&A) costs rates by accessing the Sponsored Projects Finance Office (SPFO) WWW site.

Return to the Policies and Procedures Manuals home page.

40.25_Facilities_and_Administrative_Costs.htm

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http://www.wsu.edu/~forms/HTML/BPPM/40_Sponsored_Agreements/40.25_Facilities_and_Administrative_Costs.htm

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Procedures and Forms – BPPM Revision Memo 134

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BPPM Revision Memorandum

December 14, 1998

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number One Hundred Thirty-Four

This BPPM revision includes the following changes:

All-University Records Retention Schedule--Information Services Records 90.01.19-23

This addition to the All-University Records Retention Schedule provides retention periods for records related to computer operations for all University departments.

Note to users maintaining hard copies of the BPPM:

The page numbers assigned to many of the All-University schedules have changed with the addition of this new schedule. The table at the end of 90.01, the table of contents for Chapter 90, and the Comprehensive Table of Contents also reflect these page numbering changes.

Return to the Policies and Procedures Manuals home page.

50.24_After-Hours_Use_of_University_Buildings.htm

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SAFETY AND SECURITY
50.24
Revised 7-99
Reviewed 12-10
WSU Police
335-8548 PDF link

AUTHORIZED USE

Only authorized individuals may be in University buildings after regular working hours.

An authorized person carries a CougarCard when accessing University buildings after normal working hours. The individual presents the card to WSU Police or security staff upon request. See 10.08 for CougarCard procedures.

Security Response

University security staff call WSU Police for assistance if they are unable to verify an individual's identity and/or reason for being in the building after hours.

WSU Police escort any unidentified and/or unauthorized individual from the building. WSU Police may take other appropriate law enforcement action against the individual.

USER RESPONSIBILITIES

Individuals who are in University buildings after hours assume the following responsibilities:

Observing all safety and fire regulations.

Turning out all lights when not in use.

Closing and locking all doors upon leaving. (This includes outside entrance doors as well as interior doors.)

10.08_CougarCard.htm

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IDENTIFICATION

The CougarCard provides identification for University employees, students, and other affiliated persons for numerous University functions and transactions. A CougarCard is for the use of the named person only and is nontransferable.

Eligibility

Persons from the following groups are eligible to request CougarCards:

Students; e.g., undergraduate, graduate, and professional.

Employees; e.g., faculty, adjunct faculty, administrative professional, classified, hourly.

Retired employees; e.g., emeritus faculty, retired staff.

Enrollees in special programs; e.g., conferees, externs, Intensive American Language Center students, WWAMI students, visiting scholars.

Community members; e.g., University of Idaho students, local high school students, family members, Student Recreation Center members.

Refer to the card types below.

Fraudulent Use

Fraudulent use of a CougarCard may result in disciplinary and/or legal action.

Verify Valid Users

Any service relying upon the card for identification should periodically obtain a current user listing or otherwise verify valid users.

FUNCTIONS

The card may be used for one or more University functions if authorized for the cardholder. The following list of card functions is not necessarily exhaustive:

Identification for official class attendance,

Access to athletic events for students who purchase sports passes,

Checking out materials from University libraries,

Cougar CASH account,

Residence Dining Account,

Pullman Transit bus access for University students, faculty, and staff,

CougarCard-based facility access to selected residence halls, campus offices, and University buildings,

Time clock purposes for certain hourly workers,

Check cashing identification at University cashiering locations and Students Book Corporation (Bookie), and

Identification for accessing University buildings after regular working hours. See 50.24.

OBTAINING A CARD

The University requires photo ID in order to provide a CougarCard to a first-time requesting individual. Examples of valid photo ID include: state-issued driver's license, state-issued ID card, and passport.

Campuses

An eligible person may request a card from the applicable campus location indicated below:

WSU Pullman

CougarCard Center on the ground floor of the CUB in room 60; telephone 335-2273.

WSU Spokane

Student Affairs Office, Academic Center 130; telephone 509-358-7978.

WSU Tri-Cities

Admissions/Registrar Office, West Building 201; telephone 509-372-7136.

WSU Vancouver

Student Affairs, Student Services Center lobby; telephone 360-546-9788.

Other WSU Locations

Eligible persons at other WSU statewide locations, e.g., research stations, may contact administrative offices, which request CougarCards from the CougarCard Center in Pullman.

Distance Degree Programs

Students who have been fully admitted to the WSU Distance Degree Programs may request a CougarCard. The student logs into myDDP and selects CougarCard from the Quick Links to access the online request form.

FOUND CARD

Return a found card to the responsible CougarCard office on the applicable campus as indicated above.

LOST CARD

Deactivate a lost card by accessing the online CougarCard self-service tools at:

http://www.cougarcard.wsu.edu

Cards may also be deactivated by telephoning the CougarCard Center at 509-335-CARD (2273).

The CougarCard Center assesses a charge to replace a lost or stolen card. The current replacement fee is posted on the CougarCard website.

CARD TYPES	Subtype
Students	Undergraduate Graduate Professional Medical DDP
Employee, Active or Retired	Faculty Adjunct/Affiliate (faculty) Administrative Professional Classified Hourly
Special Program	Titled individually, e.g., Running Start, IALC
Community Member	Community Member

50.07_Equipment_Damage_or_Loss.htm

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SAFETY AND SECURITY
50.07
Revised 2-11
Risk Management
335-6893

Lost or damaged University- or federally-owned equipment are reported as follows:

Inventoried Equipment Losses

Notify WSU Police

Immediately report the loss of all inventoried equipment to the local police department with jurisdiction. On the Pullman campus, notify the WSU Police; telephone 335-8548.

Inventory Control Report

See 20.50 regarding documenting equipment losses on Inventory Control Reports.

Insured Equipment Losses and Damages

Most University equipment is not insured. WSU operating budgets assume most losses and damage. If lost or damaged equipment is insured, departmental personnel coordinate the claims procedures through the Department of Risk Management.

Motor Vehicle Accidents or Losses

See SPPM S35.30.

Procedures and Forms – BPPM Revision Memo 135

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BPPM Revision Memorandum

December 21, 1998

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number One Hundred Thirty-Five

This BPPM revision includes the following changes:

Employee Directories 10.07

This revision makes the following changes to the process of maintaining, updating, and printing the online and hard-copy University Directories:

Employees contact the Information Technology Telephone Desk for assistance with updating or using the University Directories.
Departments submit a Personnel Action Form (PAF), rather than a memorandum to HRS, to make adjustments to home department employee information concerning adjunct appointments and employee separations.
Employee home information is no longer distributed in the University Directories.

Cougar Card 10.08

Employees use Cougar Cards as identification for accessing University buildings after regular working hours.

Equipment Damage or Loss 50.07

This revision clarifies the procedures for reporting lost inventoried equipment, including emphasis on immediate reporting of all losses to WSU Police.

After-Hours Use of University Buildings 50.24

WSU Police have discontinued the use of the Building Pass to authorize students and nonemployees to be in a building/area after regular working hours. Authorized individuals are to carry a Cougar Card and produce it upon request to WSU Police, security, or custodial staff. This revision also adds procedures for security response by WSU Police, security, or custodial staff.

Release of Public Records 90.05

This revision makes the following changes:

Additional instructions concerning the required and optional use of the Public Records Request.
Procedure for handling denials of public records requests.
Procedures for complying with "timely response" legal requirements.

Departments contact the Public Records Officer concerning questions about exemptions from disclosure.

Use of Social Security Number on Forms 90.78

This new section describes the policy for requesting social security numbers on forms. Departments are to place mandatory or voluntary disclosure notices on all University forms which directly request social security numbers from employees, students, or the public. The section also discusses departmental measures to protect the confidentiality of forms containing social security numbers.

Return to the Policies and Procedures Manuals home page.

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80.33_Accessing_Administrative_Information_Systems.htm

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This section has moved to a new BPPM chapter. You will be automatically redirected to the section's new location at:

http://www.wsu.edu/~forms/HTML/BPPM/85_Computing_and_Telecommunications/85.33_Accessing_Administrative_Information_Systems.htm

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Procedures and Forms – BPPM Revision Memo 103

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BPPM Revision Memorandum

May 30, 1997

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number One Hundred Three

ONLINE MANUALS

With this memorandum, we are announcing the new online Business Policies and Procedures Manual. We are replacing the old paper and Gopher versions with two more up-to-date online manual formats. To access the new manual, point your WWW browser (e.g., Netscape) to the following location:

http://www.wsu.edu:8080/~forms/manuals.html
You may access a text-only version in HTML (hypertext markup language) or a text and graphics version in PDF (portable document format). Obtain or download Adobe Acrobat Reader to read the PDF version of the BPPM. At our WWW site, we have included a link to facilitate downloading Acrobat Reader. (Adobe does not charge for Acrobat Reader. )

This office will no longer distribute paper manuals or send out paper revisions. If you wish to maintain your existing paper copy, we suggest that you print pages from the online PDF version. The PDF pages look like the existing hard-copy manual pages and include the forms and form samples. If you no longer wish to maintain your paper manual, please return it to the Office of Procedures and Forms at ITB 3089, mail code 1225.

The online manual includes all sections formerly available in the paper manual with the exception of the Subject Index. Use the search functions, tables of contents, and Forms Index to find information and forms.

We hope that you will continue to find the BPPM to be useful guide for conducting University business. The new online capability will give us the ability to instantly update sections as required, reducing the lag period between development and distribution of polices and procedures. With online distribution, you will no longer wonder whether you have the most recent pages in your manual.

We feel that using the online manual is relatively easy for those who are already familiar with using WWW browsers. For others, the Office of Procedures and Forms will conduct training sessions at times and locations to be announced. In the meantime, direct questions to the Office of Procedures and Forms at 335-2005.

For future revisions, we will notify University users of BPPM revisions by issuing e-mail messages on WSU Announcements. (To subscribe to WSU Announcements refer to the information at the following WWW location: http://www.wsu.edu/NIS/Announcements.html.)

REVISION 103

This BPPM revision includes the following changes:

Departmental Inventory System 20.51

Departmental property items with a value of less than $5000 may be included in the Departmental Inventory System.

Budget Statement 30.07

This small revision encourages departments to use online Account Balances for budget reference and reconciliation.

Invention Ownership and Disclosure 35.50

The Office of Intellectual Property Administration has updated the Invention Disclosure form.

Departmental Payroll Processing 55.22

This new section describes the new online HEPPS application for reporting positive pay and reviewing Payroll Expenditure Audit Reports.

Position Control-Summary 58.01

Position Control has updated this section. Watch for updates to other Position Control sections in coming months.

Benefit Transfer for Previous State of Washington Employment 60.19

Human Resource Services has updated and renamed the Employment Record Request (formerly the Employment and Benefit Record Request). Use this form to obtain employment information from a state of Washington agency that previously employed a new WSU employee.

Training and Development 60.71

Human Resource Services has updated the Training Report form. Individuals who attend WSU training sessions are to complete Training Reports.

Unemployment Compensation Claims 60.79

Route all notices and requests regarding unemployment compensation for former employees to Human Resource Services. HRS completes the documentation and returns it to the requesting agency.

Ordering Alcoholic Beverages 70.29

The CUB Administrative Office has updated the Banquet Permit Authorization which is used to obtain approval to serve alcohol at University events.

Requesting CMS Access for Classes 80.31

We have removed this obsolete section from the BPPM.

Accessing Administrative Information Systems 80.33

This updated section reflects the addition of several new AIS online applications. It includes an exhibit and description of the new AIS Access Request form issued in January.

Minor Construction, Renovation, Remodeling, and Demolition 80.56

Facilities Development has updated the procedure for requesting and managing minor construction projects.

Return to the Policies and Procedures Manuals home page.

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Procedures and Forms – BPPM Revision Memo 104

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BPPM Revision Memorandum

June 16, 1997

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number One Hundred Four

HOLIDAY SCHEDULE 60.76

Human Resource Services has released the new holiday schedule.

Return to the Policies and Procedures Manuals home page.

Procedures and Forms – BPPM Revision Memo 105

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BPPM Revision Memorandum

July 9, 1997

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number One Hundred Five

TRAVEL RATES 95.19

The FY98 regulations from the Office of Financial Management (OFM) in Olympia increase travel mileage rates.

The privately-owned vehicle mileage reimbursement rate is increased to $.315 per mile. The private aircraft mileage reimbursement rate is reduced to $.85 per statute mile. The motorcycle mileage reimbursement rate is increased to $.25 per mile.

The new rates are effective for all travel after July 1, 1997.

Return to the Policies and Procedures Manuals home page.

Procedures and Forms – BPPM Revision Memo 106

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BPPM Revision Memorandum

September 15, 1997

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number One Hundred Six

Internal Control 10.04

This new section describes internal controls adopted by the University to ensure that University assets are not exposed to misappropriation or unauthorized access and use. Internal control includes both internal accounting controls and administrative controls.

Requesting CMS or PROFS Access 80.32

We have removed this obsolete section from the BPPM. CMS and PROFS are being phased out.

Return to the Policies and Procedures Manuals home page.

10.04_Internal_Control.htm

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ORGANIZATION
10.04
New 9-97
Reviewed 3-07
Finance and Administration
335-2600

University management is responsible for establishing and maintaining an adequate system of internal control of University assets. Internal controls are necessary to ensure that University assets are not exposed to misappropriation or unauthorized access and use.

Internal Control

Internal control includes plans, methods, and procedures adopted by the University to safeguard University assets, check the accuracy and reliability of the accounting data, promote operational efficiency, and encourage adherence to applicable policies.

Internal control includes both internal accounting controls and administrative controls.

Internal Accounting Controls

Internal accounting controls are designed to ensure:

Obligations and costs comply with applicable laws, regulations, and policies.

Funds, property, and other assets are safeguarded against waste, loss, liability, unauthorized use, or misappropriation.

Assets, liabilities, equities, revenues, expenses, and budgetary transactions are properly authorized and recorded in order to prepare accurate accounts, reliable financial and statistical reports, and to maintain accountability over assets.

Administrative Controls

Administrative controls include all operational controls within the University. Their purpose is to ensure:

Economical, efficient, and effective compliance with University objectives;

Adherence to applicable laws, regulations, and policies;

Maintenance of reliable information for evaluating managerial and organizational performance.

Internal Control Officer

The Associate Vice President for Finance is the University's Internal Control Officer. The Internal Control Officer is responsible for coordinating the University's overall effort of evaluating, improving and reporting on internal controls.

Areas

Deans and area chief financial officers are responsible for internal control within their areas.

Annual Risk Evaluation

Each dean and area chief financial officer must sign and submit an annual Risk Evaluation to the Internal Control Officer.

Risk evaluations report the results of area compliance with internal control policy. Evaluations include:

Summary description of material internal control weaknesses, if any,

Brief, corrective action plan, and

Specific risk evaluation of asset and expense accounts, if required.

BASIC PRINCIPLES

Division of Duties

Ensure that no single individual has complete control over any type of asset in any University department. The work of employees handling University assets should be complementary to or checked by other employees. This practice provides a means for detecting errors and decreases the chance of fraud.

Fix Responsibility

Identify functions with individuals by using an organization chart.

Written Procedures

Supply employees with strict control procedures and ensure procedures are followed. Documented procedures ensure that operations continue if key personnel leave or take vacation.

Accounting Records

Maintain accurate accounting records in proper order.

Provide an authorization and record procedures system to ensure reasonable accounting control over assets, liabilities, revenues, and expenses. Include such forms as invoices, warrants, vouchers, and written receipts.

Current Records

Maintain current accounting records.

Rotation of Duties

Periodically rotate duties or have others perform the functions of vacationing employees. No single employee should continuously perform a function involving the control of University assets.

OTHER SECTIONS

More specialized information regarding internal control is provided in other applicable BPPM sections.

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Procedures and Forms – BPPM Revision Memo 107

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BPPM Revision Memorandum

October 9, 1997

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number One Hundred Seven

Filling a Classified Staff Position 60.18

Human Resource Services recently updated the Notice of Vacancy/Certification of Eligibles. This revision provides completion instructions for the revised form.

Return to the Policies and Procedures Manuals home page.

Procedures and Forms – BPPM Revision Memo 108

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BPPM Revision Memorandum

November 10, 1997

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number One Hundred Eight

Overdrafts 30.21

Expenditure Transfers Between Funding Sources 30.25

Revisions to these two sections reflect recommendations made by the Research Grant Administrative Procedures Task Force. Administrators, principal investigators, and support personnel who are responsible for monitoring and administering University accounts should carefully review these updated sections.

Return to the Policies and Procedures Manuals home page.

BPPM Revisions 1998

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Business Policies and Procedures Manual Revisions (1998)

EPM Revision Memos

SPPM Revision Memos

2013 Revisions	2012 Revisions
2011 Revisions	2010 Revisions	2009 Revisions	2008 Revisions	2007 Revisions	2006 Revisions	2005 Revisions
2004 Revisions	2003 Revisions	2002 Revisions	2001 Revisions	2000 Revisions	1999 Revisions	1997 Revisions

Revision Memo #	Revision Date	Title
135	December 21, 1998	Employee Directories, Cougar Card, Equipment Damage or Loss, After-Hours Use of University Buildings Release of Public Records, Use of Social Security Number on Forms
134	December 14, 1998	All-University Records Retention Schedules: Information Services Records
133	December 9, 1998	WSU Receipt Request, Facilities and Administrative Costs
132	October 5, 1998	Acquiring Equipment Under Federal Agreements
131	September 30, 1998	Employee Requests for Temporary Schedule Changes
130	September 24, 1998	Payroll Documents Schedule, Purchasing Published Materials
129	September 24, 1998	Processing University Contracts
128	September 16, 1998	All-University Records Retention Schedules: Accounting/Fiscal Records
127	September 10, 1998	Withholding Federal Income Tax (W-4 Form), Payment Upon Separation of Employment, Direct Pay Deposit, Temporary Employment Forms, Department Orders, University Name and Address File
126	September 1, 1998	Buying Meals or Light Refreshments for Meetings, General Travel Policies, Travel Authority, Meals and Lodging, Miscellaneous Travel Expenses, Rental Cars, Applicant Travel, Travel Expense Voucher, Speaker Travel and Speaker Fees
125	August 7, 1998	Property Inventory, Expenditure Objects and Subobjects
124	July 30, 1998	Cash Awards to WSU Employees
123	June 26, 1998	WSU Receipts, Cash Handling
122	June 19, 1998	All-University Records Retention Schedules: Payroll and Personnel Records Used Campus-Wide
121	May 29, 1998	Remove Section 40.10, Sponsored Project Activity Request, Internal Control--Payroll, Buying Through the Purchasing Department, Ordering Alcoholic Beverages
120	May 26, 1998	Relocation Expenses, Taxable Relocation Expenses
119	April 30, 1998	WSU Holidays, Remove Section 70.25, Remove Form 90.01.9
118	April 24, 1998	Biographical Data Sheet
117	April 2, 1998	Shipping Services, Incoming Freight
116	March 17, 1998	Mailing Services, Incoming U.S. Mail, Forwarding Mail, Addressing Foreign Mail, University Records--Retention and Disposition
115	February 24, 1998	Position Identifying Description (PIDD)
114	February 5, 1998	Nonservice Pay Authorization
113	February 3, 1998	Expense Assignment Action
112	January 22, 1998	Automated Blank Form Masters in BPPM and SPPM
111	January 22, 1998	Department Orders
110	January 7, 1998	Travel Rates

BPPM Revisions 1997

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Business Policies and Procedures Manual Revisions (1997)

EPM Revision Memos

SPPM Revision Memos

2013 Revisions	2012 Revisions
2011 Revisions	2010 Revisions	2009 Revisions	2008 Revisions	2007 Revisions	2006 Revisions	2005 Revisions
2004 Revisions	2003 Revisions	2002 Revisions	2001 Revisions	2000 Revisions	1999 Revisions	1998 Revisions

Revision Memo #	Revision Date	Title
109	December 11, 1997	Position Action / Position Review Request
108	November 10, 1997	Overdrafts, Expenditure Transfers Between Funding Sources
107	October 9, 1997	Filling a Classified Staff Position
106	September 15, 1997	Internal Control, Remove Section 80.32
105	July 9, 1997	Travel Rates
104	June 16, 1997	WSU Holidays
103	May 30, 1997	BPPM Online Manual, Department Inventory System, Budget Statement, Invention Ownership and Disclosure, Department Payroll Processing, Position Control--Summary, Benefit Transfer for Previous State of Washington Employment, Training and Development, Unemployment Compensation Claims, Ordering Alcoholic Beverages, Accessing Administrative Information Systems, Minor Construction, Renovation, Remodeling, and Demolition, Remove Section 80.31

Procedures and Forms – BPPM Revision Memo 109

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BPPM Revision Memorandum

December 11, 1997

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Business Policies and Procedures Manual Revision Letter Number One Hundred Nine

Position Action / Position Review Request 58.02

Position Control has updated and simplified procedures for processing Position Actions.

Return to the Policies and Procedures Manuals home page.

BPPM Revisions 2002

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Business Policies and Procedures Manual Revisions (2002)

EPM Revision Memos

SPPM Revision Memos

2013 Revisions	2012 Revisions
2011 Revisions	2010 Revisions	2009 Revisions	2008 Revisions	2007 Revisions	2006 Revisions	2005 Revisions
2004 Revisions	2003 Revisions	2001 Revisions	2000 Revisions	1999 Revisions	1998 Revisions	1997 Revisions

Revision Memo #	Revision Date	Title
223	December 19, 2002	Facilities and Administrative Costs, Purchasing Card, Purchasing Advertising, Travel Authority
222	December 6, 2002	CougarCard, Overdrafts, Preemployment Inquiry Guidelines, Leave Report for Faculty and Administrative/Professional Employees, Faculty and Administrative/Professional Personnel Leave, Tuition Waivers--Fall and Spring Semesters, Training and Development, State Travel Charge Card
221	November 19, 2002	Establishing, Naming, and Terminating WSU Accounts, Personnel Action, Overtime-Eligible Employees, Relocation Expenses, All-University Records Retention Schedules: Payroll/Personnel Records Used Campus-Wide, Retention of Electronic Mail
220	October 4, 2002	Billing Receivables System (BRS), Travel Rates
219	September 23, 2002	Filling a Classified Staff Position
218	September 20, 2002	Printing Services
217	September 10, 2002	All-University Records Retention Schedules: Student Records, Motor Pool, Motor Pool Rates
216	August 27, 2002	External Auditors, Release Time for Training, Faculty, Student, and Alumni Account Purchases, Telecommunications Billing Detail and Summary Reports
215	August 12, 2002	WSU Receipts, Personal Services Contracts
214	August 7, 2002	Classification and Reclassification--Classified Staff, Position Review Request, Classification and Reclassification--Administrative/Professional Positions, Remove Section 95.10
213	July 24, 2002	Personal Use of University Resources, All-University Records Retention Schedules: Purchasing Forms Used Campus-Wide, All-University Records Retention Schedules: Safety Records
212	July 19, 2002	Classified Staff Leave, Time Report for Overtime-Eligible Employees
211	July 16, 2002	Property Inventory, Remove Section 80.30
210	July 1, 2002	Cellular Telephones
209	June 25, 2002	Using the Business Policies and Procedures Manual, Merchandise and Consumable Inventories, Accounts Receivable, Determining Pay Status--Employee or Contractor, Purchasing Card, All-University Records Retention Schedules: Property Management Records, Imaging University Records, Name Changes and Name Coding Conventions
208	May 9, 2002	Telephone Dialing Procedures, Meals and Lodging, Miscellaneous Travel Expenses
207	April 25, 2002	Suspended Operations, Payment Upon Separation of Employment, Layoff--Classified Staff, Table: WSU Cooperative Extension Offices Calendar Year 2002 Holiday Schedule
206	April 16, 2002	Departmental Payroll Processing, Telework Agreements
205	April 8, 2002	Salary Review--Administrative/Professional Staff, Remote Internet Access Service
204	March 26, 2002	Delegation of Appointing Authority, Children in the Workplace, Cellular Telephones
203	March 13, 2002	Form: Purchasing Card Application, State Travel Charge Card, Managing Central Travel Accounts
202	February 6, 2002	Employee Assistance Program
201	January 31, 2002	Delegation of Appointing Authority, Nepotism, Volunteers
200	January 14, 2002	Establishing and Terminating Sponsored Accounts, Management of Equipment Acquired Under Federal Agreements, All-University Records Retention Schedules: Payroll and Personnel Records Used Campus-Wide All University Records Retention Schedules: Sponsored Project Records

BPPM Revisions 2001

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Business Policies and Procedures Manual Revisions (2001)

EPM Revision Memos

SPPM Revision Memos

2013 Revisions	2012 Revisions
2011 Revisions	2010 Revisions	2009 Revisions	2008 Revisions	2007 Revisions	2006 Revisions	2005 Revisions
2004 Revisions	2003 Revisions	2002 Revisions	2000 Revisions	1999 Revisions	1998 Revisions	1997 Revisions

Revision Memo #	Revision Date	Title
199	December 4, 2001	Delegation of Contractual Authority, Real Property Management, Interdepartmental Requisition and Invoice (IRI), Interdepartmental Blanket Requisitions
198	November 29, 2001	University Records--Retention and Disposition, All-University Records Retention Schedules: Administrative--Executive Level Records (Dean and above), All-University Records Retention Schedules: Administrative--General Office Records, All-University Records Retention Schedules: Accounting/Fiscal Records, All-University Records Retention Schedules: Information Services Records, All-University Records Retention Schedules: Legal Files, All-University Records Retention Schedules: Mail Services Records, All-University Records Retention Schedules: Payroll and Personnel Records Used Campus-Wide, All-University Records Retention Schedules: Public Affairs and Public Disclosure Records, All-University Records Retention Schedules: Purchasing Forms Used Campus-Wide, All-University Records Retention Schedules: Records Management Files, All-University Records Retention Schedules: Safety Records, All-University Records Retention Schedules: Student Records
197	November 27, 2001	Commercial Bank Accounts, New Employee Orientation, Telephone/Network Installation and Repair
196	November 9, 2001	Introduction to the Business Policies and Procedures Manual, Selecting Faculty and Administrative-Professional Personnel, Instructional Support Services
195	October 2, 2001	Delegation of Appointing Authority, Selecting Faculty and Administrative/Professional Personnel, Personnel Action
194	August 31, 2001	Staffing During Emergency Closures, Rental of University Apartments to WSU Employees
193	August 28, 2001	General Purchasing Information, Purchasing Card, Acquisition of Computer Equipment, Services, or Software
192	August 16, 2001	Payment Upon Separation of Employment, Tuition Waivers--Fall and Spring Semesters
191	August 8, 2001	Cash Registers, Shared Leave, All-University Records Retention Schedules: Accounting/Fiscal Records
190	July 20, 2001	Workplace Violence
189	July 16, 2001	Form: Inventory Control Report, Surplus Stores, Certificate of Insurance, Departmental Requisition
188	July 5, 2001	Toll Call Authorization
187	June 28, 2001	Cash Advances, Biographical Data for Faculty, Instructional Support Services, Remove Section 80.70
186	June 21, 2001	Shared Leave, Computing Procedure Numbers
185	May 29, 2001	Ethnic Origin Definitions, Funding Research Project Equipment Maintenance, All-University Records Retention Schedules: Safety Records
184	May 3, 2001	Expenditure Transfers Between Funding Sources, Faculty Timecard, Personal Holiday, Motor Pool
183	April 27, 2001	Use of Washington State University Name and Trademarks, Purchasing Card, Accessing Administrative Information Systems, Telephone Dialing Procedures, Foreign Travel
182	April 26, 2001	Summary of Ethics Law and Policies, Personal Use of University Resources
181	April 20, 2001	WSU Organization, Personnel Action, Addressing Pullman Mail
180	April 3, 2001	Remove Section 50.05
179	March 13, 2001	Property Inventory
178	February 27, 2001	Managing Vehicle Accident Losses, Table: WSU Cooperative Extension Offices Calendar Year 2001 Holiday Schedule, University Records--Retention and Disposition
177	February 20, 2001	Billing Receivables System (BRS), All-University Records Retention Schedules: Accounting/Fiscal Records, All-University Records Retention Schedules: Payroll and Personnel Records Used Campus-Wide, All-University Records Retention Schedules: Purchasing Forms Used Campus-Wide
176	January 30, 2001	Archival Services, Travel Rates

BPPM Revisions 2000

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Business Policies and Procedures Manual Revisions (2000)

EPM Revision Memos

SPPM Revision Memos

2013 Revisions	2012 Revisions
2011 Revisions	2010 Revisions	2009 Revisions	2008 Revisions	2007 Revisions	2006 Revisions	2005 Revisions
2004 Revisions	2003 Revisions	2002 Revisions	2001 Revisions	1999 Revisions	1998 Revisions	1997 Revisions

Revision Memo #	Revision Date	Title
175	December 5, 2000	Internal Rule-Making Procedures, Release of Public Records
174	November 28, 2000	Guaranteed Ride Home
173	November 6, 2000	All-University Records Retention Schedules: Accounting/Fiscal Records, Privately-Owned Motor Vehicles
172	October 13, 2000	Compensated Outside Service and Extended Professional Activities by Faculty
171	October 5, 2000	Management of Equipment Acquired Under Federal Agreements, Temporary Employment Forms
170	September 21, 2000	Benefit Transfer for Previous State of Washington Employment, General Travel Policies
169	September 15, 2000	Research/Conference Account Request, Reporting Daily Activity for Temporary Employees, Motor Pool Rates
168	August 28, 2000	Form: Tuition Fee Waiver Request, Form: Tuition Fee Waiver Request for WSU Vancouver, University Purchases from State Employees, Vehicle Titling and Licensing, All-University Records Retention Schedules: Accounting/Fiscal Records, All-University Records Retention Schedules: Safety Records, Travel Authority, Meals and Lodging, Miscellaneous Travel Expenses, Travel Expense Voucher
167	August 21, 2000	Managing Vehicle Accident Losses, Purchasing Card, All-University Records Retention Schedules: Safety Records
166	July 27, 2000	Form: Tuition Fee Waiver Request, All-University Records Retention Schedules: Sponsored Project Records
165	July 20, 2000	Possible Ethics Violations, Positive Pay: Unit Pay Report (SCAN Sheet), Position Review Request, Department Orders, Payments to Outside Vendors
164	June 29, 2000	Improper Governmental Actions (Whistleblower Act), Table: Fiscal Year 2000-2003 Holiday Schedule, Central Stores, All-University Records Retention Schedules: Accounting/Fiscal Records
163	June 8, 2000	Temporary Employment Program
162	May 23, 2000	Till Cash Funds, Fiscal Year-End Expenditure Deadlines, Freight Discount Contracts, All-University Records Retention Schedules: Administrative--Executive Level Records (Dean and above), All-University Records Retention Schedules: Administrative--General Office Records, All-University Records Retention Schedules: Information Services Records, All-University Records Retention Schedules: Payroll/Personnel Records Used Campus-Wide, All-University Records Retention Schedules: Purchasing Forms Used Campus-Wide, State Travel Charge Cards, Managing Central Travel Accounts, Travel Authority
161	May 1, 2000	Form: Summer Educational Benefit Request, Table: Fiscal Year 2000-2003 Holiday Schedule, Remove Section 80.38, Telephone/Network Installation and Repair
160	April 24, 2000	Performance Evaluations, Table: Fiscal Year 2000-2003 Holiday Schedule, Table: WSU Cooperative Extension Offices Calendar Year 2000 Holiday Schedule
159	March 23, 2000	Special Course Fees, All-University Records Retention Schedules: Safety Records, General Travel Policies
158	March 15, 2000	Departmental Inventory System, Departmental Storage Available at General Storage Building, Acquiring Equipment Under Federal Agreements, Remove Section 60.45, Layoff--Classified Staff, Meals and Lodging, Motor Pool
157	February 28, 2000	Form: Employee Performance Evaluation, Form: Annual Review: Administrative/Professional Employees, Quick Purchase Order
156	February 11, 2000	Payroll Expenditure Audit Report
155	February 1, 2000	Correcting a Social Security Number, Departmental Payroll Processing, Classified Staff Leave, Receipt, Inspection, and Acceptance of Purchased Goods
154	January 3, 2000	Travel Rates

BPPM Revisions 1999

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Business Policies and Procedures Manual Revisions (1999)

EPM Revision Memos

SPPM Revision Memos

2013 Revisions	2012 Revisions
2011 Revisions	2010 Revisions	2009 Revisions	2008 Revisions	2007 Revisions	2006 Revisions	2005 Revisions
2004 Revisions	2003 Revisions	2002 Revisions	2001 Revisions	2000 Revisions	1998 Revisions	1997 Revisions

Revision Memo #	Revision Date	Title
153	December 9, 1999	Employing Non-U.S. Citizens, Instructional Support Services, Telephone Dialing Procedures, All-University Records Retention Schedules: Accounting/Fiscal Records
152	November 8, 1999	Merchandise and Consumable Inventories, Keys to University Rooms and Buildings, Form: Direct Deposit Authorization, Determining Pay Status--Employee or Contractor, Form: Annual Report of Consultant and Extended Professional Activities, Promotional Organizational Units, Alcohol for Laboratory Use, Form: Network Services Account Request
151	October 11, 1999	Form: Nonservice Pay Authorization, Refunds, Position Action / Position Review Request, Shipping Services, Incoming Freight
150	September 22, 1999	Expenditure Transfers Between Funding Sources, Form: Annual Report of Consultant and Extended Professional Actitivies
149	September 8, 1999	All-University Records Retention Schedules: Student Records
148	September 1, 1999	Reporting State Lobbying Activity, Reporting Federal Lobbying Activity, Network Services Account Request, Requesting a Telephone Directory
147	August 24, 1999	All-University Records Retention Schedules: Travel Forms Used Campus-Wide, Managing Business Travel Accounts, Rental Cars
146	July 21, 1999	Invention Ownership and Disclosure, Form: Public Records Request
145	July 15, 1999	Services of an Attorney, Lawsuits Against WSU Personnel, Cash Handling
144	July 12, 1999	Remove Section 05.07, WSU Receipts
143	July 1, 1999	Renting University Facilities, Equipment or Services, Risk Management Responsibility and Authority, Managing Losses After Motor Vehicle Accidents, Building Hours, After-Hours Use of University Buildings, Bookstore Services, Travel Authority, Student Travel
142	June 9, 1999	Cash Handling, Work Period Designation for Classified Staff, Overtime--Classified Staff
141	May 27, 1999	External Auditors, Service Centers, Motor Pool Rates
140	May 20, 1999	Sponsored Project Activity Request
139	May 3, 1999	Gift Transmittal, WSU Holidays
138	April 30, 1999	Shared Leave, Computer Maintenance and Repair
137	April 1, 1999	Promotional Organizational Units, All-University Records Retention Schedules: Accounting/Fiscal Records, Travel Rates
136	January 27, 1999	Gift Transmittal, Classification and Reclassification--Classified Staff, Tuition Waivers--Fall and Spring Semesters, Summer Educational Benefits, Personal Services Contracts, Meals and Lodging, Travel Rates

BPPM Revisions 2005

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Business Policies and Procedures Manual Revisions (2005)

EPM Revision Memos

SPPM Revision Memos

2013 Revisions	2012 Revisions
2011 Revisions	2010 Revisions	2009 Revisions	2008 Revisions	2007 Revisions	2006 Revisions	2004 Revisions
2003 Revisions	2002 Revisions	2001 Revisions	2000 Revisions	1999 Revisions	1998 Revisions	1997 Revisions

Revision Memo #	Revision Date	Title
270	December 6, 2005	Layoff--Civil Service Employees, Overtime-Eligible Employees
269	November 7, 2005	Addressing Pullman Mail, Mailing Services, Interdepartmental Mail, Incoming U.S. Mail, Forwarding Mail, Outgoing Mail, Addressing Foreign Mail
268	October 27, 2005	Use of Washington State University Name and Trademarks, Cost Determination Guidelines, Cellular Telephones, All-University Records Retention Schedule: Sponsored Project Records, All-University Records Retention Schedule: Student Records, Travel Rates
267	October 5, 2005	Leave Report for Faculty and Administrative Professional Employees, Buying Meals or Light Refreshments for Meetings, Release of Personnel Records, Essential Records Protection, Travel Rates
266	September 6, 2005	Selecting Faculty and Administrative Professional Personnel, All-University Records Retention Schedule: Accounting/Fiscal Records, All-University Records Retention Schedule: Purchasing Records Used Campus-Wide
265	August 18, 2005	Delegation of Appointing Authority, Establishing Salary Step, Periodic Increment Date, and Probation or Trial Service for Civil Service Employees, Motor Pool Rates
264	August 12, 2005	Form: Invention Disclosure (Standard), Form: Invention Disclosure (Engineering), Form: Invention Disclosure (Software), Salary Review--Administrative Professional Staff, Leave Report for Overtime-Exempt (Excepted) Classified Employees, Tuition Waivers--Fall and Spring Semesters
263	August 5, 2005	Delegation of Contractual Authority, Form: Special Course Fee Request, Departmental Payroll Processing, Payment Upon Separation of Employment, Position Action / Position Review Request, Form: Employment Eligibility Verification--USCIS Form I-9, Benefit Transfer for Previous State of Washington Employment, Purchasing Card, All-University Records Retention Schedule: Sponsored Project Records
262	July 1, 2005	Determining Pay Status--Employee or Contractor, Classification and Reclassification, Remove Section 60.03, Employment Eligibility Verification--INS Form I-9, Remove Section 60.06, Partner and Spouse Accommodation, Remove Section 60.17, Temporary Employment Program, Temporary Employment Processing, Hazardous Conditions Pay, Remove Section 60.31, Employee Requests for Temporary Schedule Changes, Layoff--Civil Service Employees, Remove Section 60.40, Payment for Unused Sick Leave, Faculty Timecard, Remove Section 60.43, Corrective and Disciplinary Action, Remove Section 60.56, Form: Time Report, Reporting Daily Activity for Temporary Employees, Remove Section 60.64, Remove Section 60.65, Training and Development, Release Time for Training, Remove Section 60.77, University Purchases from State Employees, Remove Section 70.17, All-University Records Retention Schedule: Payroll and Personnel Records Used Campus-Wide
261	June 1, 2005	Service Centers, All-University Records Retention Schedule: Student Records
260	May 6, 2005	Transferring Research Equipment to Other Institutions, Remove Section 70.32
259	April 11, 2005	Real Property Management, Petty Cash Funds, Till Cash Funds, Travel Expense Voucher, Motor Pool Rates
258	March 21, 2005	Completing the Effort Certification Report, All-University Records Retention Schedule: Travel Forms Used Campus-Wide, Travel Expense Voucher
257	February 28, 2005	Travel Rates, Form: Vehicle Request/Justification, Motor Pool Rates
256	February 16, 2005	Form: Departmental Scholarship Authorization, Direct Deposit of Excess Financial Aid Funds, Employing U.S. Citizens, Table: WSU Extension Offices Calendar Year 2005 Holiday Schedule, All-University Records Retention Schedule: Payroll and Personnel Records Used Campus-Wide
255	January 25, 2005	Form: Invention Disclosure (Standard), Form: Invention Disclosure (Engineering), Form: Invention Disclosure (Software), All-University Records Retention Schedule: Administrative--Departmental Records All-University Records Retention Schedule: Safety Records
254	January 6, 2005	Faculty, Student, and Alumni Account Purchases, Courier Services, Travel Expense Voucher
253	January 3, 2005	Travel Rates

BPPM Revisions 2004

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Business Policies and Procedures Manual Revisions (2004)

EPM Revision Memos

SPPM Revision Memos

2013 Revisions	2012 Revisions
2011 Revisions	2010 Revisions	2009 Revisions	2008 Revisions	2007 Revisions	2006 Revisions	2005 Revisions
2003 Revisions	2002 Revisions	2001 Revisions	2000 Revisions	1999 Revisions	1998 Revisions	1997 Revisions

Revision Memo #	Revision Date	Title
252	December 21, 2004	Cost Sharing Effort, Managing Central Travel Accounts, Rental Cars, Motor Pool
251	December 2, 2004	Departmental Payroll Processing, Buying Meals or Light Refreshments for Meetings, University Travel Charge Card, Travel Authority, Speaker Travel and Speaker Fees
250	November 2, 2004	Time Report for Overtime-Eligible Employees, Transportation, Travel Rates, Privately-Owned, Rented, or Chartered Aircraft
249	October 18, 2004	Internal Audits, Returned Checks--Prevention and Processing, Special Course Fees for Computer Laboratories, Volunteers, Remove Section 70.30, Remove Section 70.34, Tax Exemption Certification, Relocation Expense Overview, Employee Household Moves, Taxable Relocation Expenses, Telephone/Network Installation and Repair, Remote Internet Access Service, Toll Call Authorization, Communications and Network Services Charge Detail and Summary Reports, Telephone Dialing Procedures, Travel Payments From Third Parties, Travel Expense Voucher
248	October 5, 2004	Fiscal Responsibilities for Grants and Contracts, Cost Determination Guidelines, Form: Key Assignment Record, Form: Public Records Request, Motor Pool Rates
247	July 23, 2004	Personnel Action, All-University Records Retention Schedules: Safety Records, All-University Records Retention Schedules: Student Records, Form: Vehicle Release Authorization
246	July 1, 2004	Internal Rule-Making Procedures, Release of Personnel Records
245	June 16, 2004	Special Course Fees, Solicitation
244	May 27, 2004	Sale or Transfer of Surplus Equipment, Cash Handling, Tuition Waivers--Fall and Spring Semesters, Summer Educational Benefits, Name Changes and Name Coding Conventions
243	March 23, 2004	Hazardous Conditions Pay, Time Report for Overtime-Eligible Employees, Reporting Daily Activity for Temporary Employees, Leave Report for Excepted Work Period Classified Staff Leave Report for Faculty and Administrative/Professional Employees
242	March 11, 2004	Effort Certification System Overview, Completing the Effort Certification Report, Cost Sharing Effort, Acquiring a Photocopier
241	February 25, 2004	Form: Tuition Fee Waiver Request, Form: Tuition Fee Waiver Request for WSU Vancouver, Table: WSU Extension Offices Calendar Year 2004 Holiday Schedule, Travel Rates
240	January 20, 2004	Departmental Payroll Processing, Release of Student Education Records

BPPM Revisions 2003

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Business Policies and Procedures Manual Revisions (2003)

EPM Revision Memos

SPPM Revision Memos

2013 Revisions	2012 Revisions
2011 Revisions	2010 Revisions	2009 Revisions	2008 Revisions	2007 Revisions	2006 Revisions	2005 Revisions
2004 Revisions	2002 Revisions	2001 Revisions	2000 Revisions	1999 Revisions	1998 Revisions	1997 Revisions

Revision Memo #	Revision Date	Title
239	December 22, 2003	Department Orders, Telephone Dialing Procedures, All-University Records Retention Schedules: Accounting/Fiscal Records
238	November 21, 2003	Gift Accounts, General Purchasing Information, Freight Discount Contracts
237	November 13, 2003	Bonding WSU Employees for Honesty, Purchasing Card, Alcohol for Laboratory Use, All-University Records Retention Schedules: Administrative--Executive Level Records--Dean and above, All-University Records Retention Schedules: Public Affairs and Public Disclosure Records
236	October 6, 2003	Travel Rates
235	September 25, 2003	Reporting Daily Activity for Temporary Employees, Form: Training Report, Central Stores
234	September 9, 2003	Tracking Departmental Expenditures, Duplicating and Using Software, Remove Section 80.12, Privately-Owned, Rented, or Chartered Aircraft
233	July 22, 2003	Payroll Documents Schedule, Managing Central Travel Accounts
232	June 19, 2003	Partner and Spouse Accommodation
231	June 5, 2003	Internal Control--Payroll, Withholding Federal Income Tax (W-4 Form), Departmental Payroll Processing, Positive Pay Report, Remove Section 55.28, Direct Pay Deposit, Classified Staff Leave, Table: WSU Cooperative Extension Offices Calendar Year 2003 Holiday Schedule, University Name and Address File
230	May 7, 2003	Processing University Contracts
229	April 24, 2003	Property Inventory, Surplus Property, Trade-Ins
228	April 17, 2003	Temporary Employment Program, Temporary Employment Processing, Faculty Timecard, Travel Payments from Third Parties
227	April 2, 2003	Summer Educational Benefits, Remove Section 80.26
226	March 5, 2003	Relocation Compensation, Salary Review--Administrative/Professional Staff, Table: July 1, 2002 - June 30, 2007 Holiday Schedule, Purchasing Card, Purchasing Used Equipment from Outside Vendors, Motor Pool
225	March 4, 2003	New Chapter 85: Computing and Telecommunications
224	February 14, 2003	Management of Equipment Acquired Under Federal Agreements, All-University Records Retention Schedules: Purchasing Forms Used Campus-Wide

BPPM Revisions 2009

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Posted on January 06,2014 by jeremy.bass

Business Policies and Procedures Manual Revisions (2009)

EPM Revision Memos

SPPM Revision Memos

2013 Revisions	2012 Revisions
2011 Revisions	2010 Revisions	2008 Revisions	2007 Revisions	2006 Revisions	2005 Revisions	2004 Revisions
2003 Revisions	2002 Revisions	2001 Revisions	2000 Revisions	1999 Revisions	1998 Revisions	1997 Revisions

Revision Memo #	Revision Date	Title
352	December 3, 2009	Effort Certification System Overview, Completing the Effort Certification Report
351	December 2, 2009	CougarCard, Establishing, Naming, and Terminating WSU Accounts, Identity Theft Prevention Program, Confirming Purchases, Purchasing, Using, and Recycling Multipurpose Paper, Motor Pool, Remove Section 95.36
350	November 5, 2009	Delegation of Appointing Authority, Selecting Faculty Personnel, Selecting Administrative Professional Personnel
349	October 29, 2009	WSU Pullman Departmental Storage, Suspended Operations, Employing Non-U.S. Citizens, Printing Services, Travel Rates
348	October 22, 2009	Preemployment Inquiry Guidelines, Establishing Salary Step, Periodic Increment Date, and Probation or Trial Service for Civil Service Employees, Layoff--Civil Service Employees, Recycling, All-University Records Retention Schedules: Safety Records
347	October 16, 2009	Form: Surplus Property Report, Determining Pay Status--Employee or Contractor, Classification and Reclassification, Selecting Faculty Personnel, Preemployment Background Checks, Selecting Administrative Professional Personnel, Personnel/Position/Payroll Electronic Routing Management System (PERMS), Performance Management Evaluations, Expenditure Authority, All-University Records Retention Schedules: Property Management Records, Privately-Owned Motor Vehicles
346	August 24, 2009	Form: Service Center Application, Chapter 40: Sponsored Agreements, Access to University Facilities, Employment Eligibility Verification--USCIS Form I-9, Benefit Transfer for Previous State of Washington Employment
345	July 15, 2009	Retention of Electronic Mail
344	July 9, 2009	Shared Leave
343	June 25, 2009	Form: Gift Payroll Deduction
342	June 9, 2009	Delegation of Contractual Authority, Cash Handling, Commercial Bank Accounts, Recruitment for Classified Positions, Project Employment--Civil Service, Probationary and Trial Service Periods for Civil Service Employees, Telework Agreements, Layoff--Civil Service Employees, Faculty Timecard, Overtime-Eligible Employees, Using Registered Student Organization (RSO) Accounts, University Records--Retention and Disposition, All-University Records Retention Schedules: Administrative--General Office Operations, All-University Records Retention Schedules: Accounting/Fiscal Records, All-University Records Retention Schedules: Payroll and Personnel Records Used Campus-Wide, All-University Records Retention Schedules: Public Affairs and Public Disclosure Records, All-University Records Retention Schedules: Sponsored Project Records
341	May 19, 2009	Form: WSU Receipt Authorization, Form: WSU Receipt Request, Direct Deposit of Excess Financial Aid Funds
340	April 30, 2009	Layoff--Civil Service Employees
339	April 24, 2009	Reasonable Accommodation, Evidence Preservation
338	March 27, 2009	Layoff--Civil Service Employees
337	March 4, 2009	Overtime-Eligible Employees, Release of Personnel Records
336	February 19, 2009	Improper Governmental Actions (Whistleblower Act), Billing Receivables System (BRS)
335	January 29, 2009	Faculty Timecard, Table: WSU Extension Offices Calendar Year 2009 Holiday Schedule, Remove Section 85.40
334	January 9, 2009	Expense Assignment Action, Nepotism

BPPM Revisions 2008

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Posted on January 06,2014 by jeremy.bass

Business Policies and Procedures Manual Revisions (2008)

EPM Revision Memos

SPPM Revision Memos

2013 Revisions	2012 Revisions
2011 Revisions	2010 Revisions	2009 Revisions	2007 Revisions	2006 Revisions	2005 Revisions	2004 Revisions
2003 Revisions	2002 Revisions	2001 Revisions	2000 Revisions	1999 Revisions	1998 Revisions	1997 Revisions

Revision Memo #	Revision Date	Title
333	December 23, 2008	Form: Contract Review Sheet, Copyrighting and Marketing Original Material, Invention Ownership and Disclosure, Invention Income Distribution, Project Employment--Civil Service, Shipping Services, Travel Rates
332	December 15, 2008	Staffing During Suspended Operations or Emergency Closures, Faculty and Administrative Professional Personnel Leave, Civil Service Employee Leave
331	December 5, 2008	Freight Discount Contracts, Telephone Dialing Procedures
330	November 12, 2008	Establishing a Quasi Endowment, Temporary Employment Program, Form: Conditions for Temporary Employment, Relocation Expense Overview
329	October 31, 2008	Lost and Found, Summer Educational Benefits, Interdepartmental Requisition and Invoice (IRI)
328	September 23, 2008	Research or Conference Account Request, All-University Records Retention Schedules: Payroll and Personnel Records Used Campus Wide, Travel Expense Voucher
327	August 28, 2008	Suspended Operations, Performance Management Evaluations, Shared Leave, Parking Permits Available to WSU Pullman Departments, Release of Public Records
326	August 21, 2008	Form: Key Assignment Record, Departmental Payroll Processing, Payment Upon Separation of Employment, Benefit Transfer for Previous State of Washington Employment, Payment for Unused Sick Leave, Time Report for Overtime-Eligible Employees, Leave Report for Faculty and Administrative Professional Employees, All-University Records Retention Schedules: Payroll and Personnel Records Used Campus Wide
325	July 25, 2008	Delegation of Appointing Authority, Receipt, Inspection, and Acceptance of Purchased Goods, All-University Records Retention Schedules: Administrative--Executive Level Records (Dean and above), All-University Records Retention Schedules: Payroll and Personnel Records Used Campus-Wide
324	July 2, 2008	Layoff--Civil Service Employees, Training and Development, All-University Records Retention Schedules: Administrative--Executive Level Records (Dean and above), Travel Rates
323	June 11, 2008	WSU Receipts, Cash Handling, Accounts Receivable
322	May 20, 2008	Project Employment--Civil Service
321	May 8, 2008	Sponsored Project Activity Request, Classification and Reclassification
320	April 24, 2008	Purchasing Card
319	April 17, 2008	Form: Public Record Request, Applicant Travel
318	April 8, 2008	Sale or Transfer of Surplus Equipment, Motor Pool Rates
317	March 6, 2008	Service Centers
316	February 26, 2008	Payment Card Data Security Compliance, Workplace Violence, Form: Telework Agreement, Employee Departure Procedures, Renting Non-Public Facilities for Meetings, Cellular Telephones
315	February 8, 2008	Federal Excess Property, Administrative Service Charge, Layoff--Civil Service Employees, Table: WSU Extension Offices Calendar Year 2008 Holiday Schedule, Relocation Expense Overview
314	January 11, 2008	Fixed Price Agreements, Recruitment for Classified Positions, All-University Records Retention Schedules: Accounting/Fiscal Records
313	January 3, 2008	Travel Rates

BPPM Revisions 2007

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Business Policies and Procedures Manual Revisions (2007)

EPM Revision Memos

SPPM Revision Memos

2013 Revisions	2012 Revisions
2011 Revisions	2010 Revisions	2009 Revisions	2008 Revisions	2006 Revisions	2005 Revisions	2004 Revisions
2003 Revisions	2002 Revisions	2001 Revisions	2000 Revisions	1999 Revisions	1998 Revisions	1997 Revisions

Revision Memo #	Revision Date	Title
312	December 21, 2007	Surplus Property, Contaminated Surplus Property, Contracts and Leases for Goods and Services, Accessing Administrative Information Systems, Form: Network Services Account Request
311	December 12, 2007	Nonservice Pay Authorization, General Purchasing Information, Department Requisition, Freight Discount Contracts, Recycling
310	December 5, 2007	Time Report for Overtime-Eligible Employees, Leave Report for Overtime-Exempt (Excepted) Classified Employees, Leave Report for Overtime-Exempt Faculty and Administrative Professional Employees
309	November 19, 2007	Access to University Facilities, Cellular Telephone Allowance Payments, Minor Moves
308	October 19, 2007	Reporting Daily Activity for Temporary Employees, Motor Pool Rates
307	October 9, 2007	Department Orders, Travel Rates
306	October 4, 2007	Form: Gift Payroll Deduction, Departmental Payroll Processing, Cellular Telephone Allowance Payments, Personnel Action, Shipping Services, Information Technology Computing Invoice and Usage Reports, All-University Records Retention Schedules: Payroll and Personnel Records Used Campus-Wide
305	October 1, 2007	Cellular Telephone Allowance Payments, Cellular Telephones
304	September 21, 2007	Telework Agreements, Payment for Unused Sick Leave
303	September 14, 2007	Account Balances/Detail, Accounts Receivable, Gift Transmittals, Form: Relocation Expense Request, Release of Public Records
302	August 17, 2007	Personnel Action, Incoming Freight
301	August 3, 2007	Service Centers, Expense Assignment Action, Time Report for Overtime-Eligible Employees, Leave Report for Faculty and Administrative Professional Employees, All-University Records Retention Schedules: Information Services Records, Motor Pool Rates
300	July 13, 2007	Delegation of Contractual Authority, State of Washington Invoice Voucher, Cash Handling, Delegation of Appointing Authority, Reporting Daily Activity for Temporary Employees, Release Time for Training, Employee Assistance Program, Requesting Facilities Operations Services, Use of Social Security Number on Forms, Motor Pool
299	June 29, 2007	All-University Records Retention Schedules: Payroll and Personnel Records Used Campus-Wide, General Travel Policies, Meals and Lodging, Transportation, Miscellaneous Travel Expenses, Travel for Personal Convenience, Illness or Injury While on Travel Status
298	June 14, 2007	Using the Business Policies and Procedures Manual, Central Stores
297	May 4, 2007	Payment Upon Separation of Employment, Temporary Employment Processing, Tuition Waivers--Fall and Spring Semesters, Summer Educational Benefits, Allowable Purchases (By Program)
296	April 30, 2007	Proposal Processing and Development, Table: WSU Extension Offices Calendar Year 2007 Holiday Schedule
295	April 6, 2007	Form: Contract Review Sheet, Form: Agreement Template, Keys to University Rooms and Buildings, Position Identifying Description (PIDD), All-University Records Retention Schedules: Accounting/Fiscal Records
294	February 23, 2007	Cyclic-Year Positions for Classified Employees, Leave Report for Overtime-Exempt (Excepted) Classified Employees, Network Services Account Request, All-University Records Retention Schedules: Safety Records
293	February 6, 2007	Proposal Processing and Development, Benefit Transfer for Previous State of Washington Employment, Reporting Daily Activity for Temporary Employees, Buying Meals or Light Refreshments for Meetings, Academic Media Services, All-University Records Retention Schedules: Payroll and Personnel Records Used Campus-Wide
292	January 3, 2007	Travel Rates

BPPM Revisions 2006

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Business Policies and Procedures Manual Revisions (2006)

EPM Revision Memos

SPPM Revision Memos

2013 Revisions	2012 Revisions
2011 Revisions	2010 Revisions	2009 Revisions	2008 Revisions	2007 Revisions	2005 Revisions	2004 Revisions
2003 Revisions	2002 Revisions	2001 Revisions	2000 Revisions	1999 Revisions	1998 Revisions	1997 Revisions

Revision Memo #	Revision Date	Title
291	December 13, 2006	Revenue Sources and Subsources, Reasonable Accommodation, Tuition Waivers--Fall and Spring Semesters, Unemployment Compensation Claims, Funding Departmental and Research Project Equipment Maintenance, Accessing Administrative Information Systems
290	November 21, 2006	International Partnership Agreements and Memorandums of Understanding, Faculty-Led Study Abroad Programs, Certificate of Insurance, Release of Public Records
289	November 1, 2006	Promotions and Sponsorships, Charities, Lost and Found, Establishing Salary Step, Periodic Increment Date, and Probation or Trial Service for Civil Service Employees, Faculty Timecard, All-University Records Retention Schedules: Information Services Records, All-University Records Retention Schedules: Payroll and Personnel Records Used Campus-Wide, All-University Records Retention Schedules: Property Management Records, All-University Records Retention Schedules: Public Affairs and Public Disclosure Records, All-University Records Retention Schedules: Sponsored Projects Records
288	September 26, 2006	Fiscal Year-End Expenditure Deadlines, Department Orders, Buying Through Purchasing Services, Purchasing Used Equipment from Outside Vendors, Acquisition of Computer Equipment, Services, or Software, Motor Pool
287	September 18, 2006	Form: Departmental Scholarship Authorization, Form: Cash Advance Request, Emergency Planning and Preparedness, Lost and Found, Form: Relocation Compensation Request, Preemployment Background Checks, Form: Conditions for Temporary Employment, Form: Donation of Shared Leave Hours, Form: Tuition Fee Waiver Request, Form: Summer Educational Benefit Request
286	September 1, 2006	Preemployment Background Checks, Expenditure Objects and Subobjects, All-University Records Retention Schedules: Safety Records
285	August 24, 2006	Reporting State Lobbying Activity, Reporting Federal Lobbying Activity, Suspended Operations, Staffing During Emergency Closures
284	August 1, 2006	Reporting Daily Activity for Temporary Employees, University Records--Retention and Disposition, All-University Records Retention Schedules: Administrative--Executive Level Records (Dean and above), All-University Records Retention Schedules: Administrative--General Office Records, All-University Records Retention Schedules: Information Services Records, All-University Records Retention Schedules: Legal Files, All-University Records Retention Schedules: Mail Services Records, All-University Records Retention Schedules: Payroll and Personnel Records Used Campus-Wide, All-University Records Retention Schedules: Property Management Records, All-University Records Retention Schedules: Purchasing Forms Used Campus-Wide, All-University Records Retention Schedules: Records Management Files, All-University Records Retention Schedules: Travel Forms Used Campus-Wide, Privately-Owned, Rented, or Chartered Aircraft, Motor Pool Rates
283	July 20, 2006	Table: July 1, 2006 - June 30, 2011 Holiday Schedule, Minor Moves
282	July 10, 2006	University DUNS Number, Cash Awards to WSU Employees, Classification and Reclassification, Recruitment for Classified Positions, Layoff--Civil Service Employees, Performance Management Evaluations, Remove Section 60.69, Purchasing Card
281	June 16, 2006	Organizational Directory, Probationary and Trial Service Periods for Classified Employees, Faculty and Administrative Professional Personnel Leave, Shared Leave, Personal Services Contracts
280	May 19, 2006	Civil Service Employee Leave, Minor Construction, Renovation, Remodeling, and Demolition
279	May 16, 2006	Recruitment for Classified Positions, Layoff--Civil Service Employees, Relocation Expense Overview
278	May 8, 2006	Delegation of Appointing Authority, Selecting Faculty and Administrative Professional Personnel, Leave Report for Overtime-Exempt (Excepted) Classified Employees, University Travel Charge Card
277	April 21, 2006	Notice of Faculty or Staff Departure--Vacating University Areas, Commute Trip Reduction, All-University Records Retention Schedule: Accounting/Fiscal Records
276	April 12, 2006	Special Course Fees, Establishing Salary Step, Periodic Increment Date, and Probation or Trial Service for Civil Service Employees, Energy Conservation
275	March 13, 2006	Motor Pool Rates
274	March 1, 2006	Selecting Faculty and Administrative Professional Personnel, Reporting Daily Activity for Temporary Employees, Leave Report for Faculty and Administrative Professional Employees
273	February 21, 2006	Time Report for Overtime-Eligible Employees, Form: Purchasing Card Change Request, Courier Services, Guaranteed Ride Home
272	January 26, 2006	Cyclic-Year Positions for Classified Employees, Leave Report for Overtime-Exempt (Excepted) Classified Employees, WSU Extension Offices Calendar Year 2006 Holiday Schedule
271	January 3, 2006	Summer Educational Benefits, All-University Records Retention Schedule: Safety Records, Travel Rates

BPPM Revisions 2012

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Business Policies and Procedures Manual Revisions (2012)

EPM Revision Memos

SPPM Revision Memos

2013 Revisions	2011 Revisions
2010 Revisions	2009 Revisions	2008 Revisions	2007 Revisions	2006 Revisions	2005 Revisions	2004 Revisions
2003 Revisions	2002 Revisions	2001 Revisions	2000 Revisions	1999 Revisions	1998 Revisions	1997 Revisions

Revision Memo #	Revision Date	Title
406	November 2, 2012	Reporting State Lobbying Activity; Workplace Violence; Lost and Found; Table: July 1, 2011 - June 30, 2015 Holiday Schedule
405	October 16, 2012	Steam Tunnel Access
404	October 12, 2012	Shared Leave; Travel Expense Voucher
403	September 12, 2012	Lost and Found; Department Orders; Vehicle Acquisition and Disposal; Imaging University Records
402	August 28, 2012	Temporary Employment Processing; Table: July 1, 2011 - June 30, 2015 Holiday Schedule
401	July 31, 2012	Cash Awards to WSU Employees; Layoff--Civil Service Employees; Using Discretionary 17A Accounts; General Travel Policies
400	July 10, 2012	Surplus Property
399	June 29, 2012	Form: Gift Payroll Deduction; Expenditure Objects and Subobjects; Form: Administrative Information Systems Access Request
398	June 7, 2012	Departmental Requisition; Buying Through Purchasing Services; Purchasing Published Materials; Personal Services Contracts; Speaker Travel and Speaker Fees; Privately-Owned, Rented, or Chartered Aircraft; Form: Add or Change WSUORG Information; Remove Section 85.36; Cellular Telephones; International Travel Registry
397	May 11, 2012	Recruitment and Selection of Classified Positions; Personnel/Position/Payroll Electronic Routing Management System (PERMS); Department Orders
396	April 3, 2012	Pesticide Policy Overview; Approval to Make Pesticide Recommendations; Use of Registered Pesticides; Experimental Use of Pesticides
395	March 7, 2012	Use of University Property; Form: Data Warehouse Access Request; Speaker Travel and Speaker Fees
394	February 24, 2012	Table: July 1, 2011 - June 30, 2015 Holiday Schedule; Table: WSU Extension Offices Calendar Year 2012 Holiday Schedule
393	February 15, 2012	Recruitment and Selection of Faculty Personnel; Remove Section 60.13; Personnel/Position/Payroll Electronic Routing Management System (PERMS)
392	February 8, 2012	WSU Receipts; Departmental Payroll Processing; Employment Eligibility Verification--USCIS Form I-9; Layoff--Civil Service Employees; Employee Departure Procedures; Cellular Telephones

BPPM Revisions 2011

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Business Policies and Procedures Manual Revisions (2011)

EPM Revision Memos

SPPM Revision Memos

2013 Revisions	2012 Revisions
2010 Revisions	2009 Revisions	2008 Revisions	2007 Revisions	2006 Revisions	2005 Revisions	2004 Revisions
2003 Revisions	2002 Revisions	2001 Revisions	2000 Revisions	1999 Revisions	1998 Revisions	1997 Revisions

Revision Memo #	Revision Date	Title
391	December 9, 2011	Cellular Telephone Allowance Payments, Cellular Telephones
390	November 14, 2011	Payment Upon Separation of Employment; Departmental Requisition; Buying Through Purchasing Services; Purchasing Used Equipment from Outside Vendors; Acquisition of Computer Equipment, Services, or Software; Purchasing Published Materials; Privately-Owned, Rented, or Chartered Aircraft
389	October 28, 2011	Table: July 1, 2011 - June 30, 2015 Holiday Schedule; Using Discretionary 17A Accounts; Relocation Expense Overview
388	October 5, 2011	Employee Directories; Recruitment and Selection of Faculty Personnel; Recruitment and Selection of Administrative Professional Personnel; Recruitment and Selection of Classified Positions; Project Employment--Civil Service
387	September 30, 2011	Vehicle Acquisition and Disposal
386	September 16, 2011	Personal Use of University Resources; Temporary Employment Program; Employee Assistance Program
385	August 24, 2011	Cash Awards to WSU Employees; Shared Leave
384	August 19, 2011	Tuition Waivers--Fall and Spring Semesters
383	August 8, 2011	All-University Records Retention Schedules: General Office Operations; All-University Records Retention Schedules: Accounting/Fiscal Records; General Travel Policies; Travel Authority
382	July 20, 2011	Refunds, Departmental Requisition; Personal Services Contracts; Retention of Electronic Communications
381	July 6, 2011	Form: Gift Payroll Deduction
380	June 20, 2011	All-University Records Retention Schedules: Safety Records; Travel Authority
379	May 27, 2011	Cash Handling; Recruitment and Selection of Faculty Personnel; Bookstore Services; Shipping Services; Mailing Services
378	April 19, 2011	Fuel Storage Tanks; Table: WSU Extension Offices Calendar Year 2011 Holiday Schedule; Form: Purchasing Card Change Request; Managing Central Travel Accounts
377	April 4, 2011	Bankruptcy; Accessing Administrative Information Systems; Telephone Dialing Procedures; All-University Records Retention Schedules: Records Management Files
376	March 8, 2011	Expenditure Transfers Between Funding Sources; Managing Research Records; Classification and Reclassification; Background Checks; Recruitment and Selection of Administrative Professional Personnel; All-University Records Retention Schedules: Safety Records
375	February 11, 2011	Equipment Damage or Loss; Keys to University Rooms and Buildings; Internal Control--Payroll; Payroll Documents Schedule; Correcting a Social Security Number; Positive Pay Report; Cellular Telephone Allowance Payments; Imaging University Records; Student Travel
374	January 21, 2011	Recruitment and Selection of Classified Positions; Project Employment--Civil Service; Purchasing Published Materials; Requesting a Telephone Directory; Data Warehouse Access
373	January 13, 2011	Travel Rates
372	January 6, 2011	Emergency Planning and Preparedness

BPPM Revisions 2010

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Business Policies and Procedures Manual Revisions (2010)

EPM Revision Memos

SPPM Revision Memos

2013 Revisions	2012 Revisions
2011 Revisions	2009 Revisions	2008 Revisions	2007 Revisions	2006 Revisions	2005 Revisions	2004 Revisions
2003 Revisions	2002 Revisions	2001 Revisions	2000 Revisions	1999 Revisions	1998 Revisions	1997 Revisions

Revision Memo #	Revision Date	Title
371	December 22, 2010	Employing Non-U.S. Citizens, Recruitment and Selection of Faculty Personnel, Employee Departure Procedures, Outgoing Mail
370	November 30, 2010	Organizational Directory, Form: Time Report (Windows Excel version), Form: Time Report (Macintosh Excel version), Form: Leave Report for Classified Employees (Windows Excel version), Form: Leave Report for Classified Employees (Macintosh Excel version), Form: Leave Report (Windows Excel version), Form: Leave Report (Macintosh Excel version)
369	November 8, 2010	Form: Gift Payroll Deduction, Research Involving Human Subjects, Overtime-Eligible Employees
368	October 13, 2010	Layoff--Civil Service Employees
367	October 6, 2010	Relocation Expense Overview
366	October 1, 2010	Travel Rates
365	September 21, 2010	Form: WSU Receipt Request, Lost and Found, University Name and Address File
364	September 1, 2010	Anti-Kickback, Layoff--Civil Service Employees, Employee Assistance Programs, All-University Records Retention Schedules: Administrative--General Office Operations
363	July 21, 2010	Use of University Property, Overdrafts, Cash Awards to WSU Employees, Faculty Timecard, Faculty and Administrative Professional Personnel Leave, Table: July 1, 2010 - June 30, 2015 Holiday Schedule, Department Orders, Acquisition of Computer Equipment, Services, or Software, Buying Meals or Light Refreshments for Meetings, Using Discretionary 17 A Accounts, Personal Services Contracts, Employee Household Moves, All-University Records Retention Schedules: Administrative--General Office Operations, All-University Records Retention Schedules: Purchasing Forms Used Campus-Wide, All-University Records Retention Schedules: Research and Sponsored Projects Records, Travel Expense Voucher, Direct Deposit of Travel and Accounts Payable Reimbursements
362	June 21, 2010	Time Report for Overtime-Eligible Employees, Leave Report for Overtime-Exempt (Excepted) Classified Employees, Leave Report for Overtime-Exempt Faculty and Administrative Professional Employees
361	June 16, 2010	Real Property Management, Nepotism, Ordering Alcoholic Beverages
360	June 4, 2010	Employee Departure Procedures, All-University Records Retention Schedules: Administrative--General Office Operations, Release of Student Education Records
359	May 13, 2010	Postings in University Spaces, Gift Transmittals, Temporary Employment Processing, Table: WSU Extension Offices Calendar Year 2010 Holiday Schedule, Departmental Requisition, Receipt, Inspection, and Acceptance of Purchased Goods, Table: All-University Records Retention Schedule: Student Records, General Travel Policies, Travel Authority
358	April 9, 2010	Temporary Employment Program
357	March 31, 2010	Delegation of Contractual Authority, Preemployment Background Checks, Corrective and Disciplinary Action, Purchasing Card, Requesting Facilities Operations Services, All-University Records Retention Schedules: Administrative--Department Records, All-University Records Retention Schedules: Records Management Files
356	February 17, 2010	Management of Equipment Acquired Under Federal Agreements, Faculty and Administrative Professional Leave, Civil Service Employee Leave, Departmental Requisition, Blanket Authorization Purchases, Purchasing Used Equipment from Outside Vendors, Travel Authority, Speaker Travel and Speaker Fees, Privately-Owned, Rented, or Chartered Aircraft, Fuel Credit Cards
355	January 27, 2010	Administrative Professional Salary Determination and Adjustment
354	January 22, 2010	International Agreements and Memorandums of Understanding, Surplus Property, Partner and Spouse Accommodation, Personnel/Position/Payroll Electronic Routing Management System (PERMS), Shared Leave, Moving Services at WSU Pullman
353	January 6, 2010	Travel Rates

Procedures, Records, and Forms – EPM Revision Memo 52

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EPM Revision Memorandum

DATE:	July 23, 2013
TO:	Manual Users
SUBJECT:	Executive Policy Manual Revision Letter Number Fifty-Two

University executive administrators have approved the addition of the following University policy for inclusion in the Executive Policy Manual.

Distance Education Policy EP34

This new section provides responsibilities and requirements regarding the provision of credit-bearing educational activities in states other than Washington.

Return to the Policies and Procedures Manuals home page.

Procedures, Records, and Forms – EPM Revision Memo 53

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EPM Revision Memorandum

DATE:	September 27, 2013
TO:	Manual Users
SUBJECT:	Executive Policy Manual Revision Letter Number Fifty-Three

University executive administrators have approved the minor amendment of the following University policy for inclusion in the Executive Policy Manual.

Washington State University Ethics, Conflict of Interest, and Technology Transfer EP27

This minor amendment updates the requirements and procedures for disclosing significant financial interests (SFIs) prior to submitting funding proposals to the Public Health Service (PHS), in accordance with current practices.

The amendment also updates the names of two administrative offices. The Office of Intellectual Property Administration is now the Office of Commercialization, and the Office of Business and Finance is now the Office of Finance and Administration.

Return to the Policies and Procedures Manuals home page.

Procedures, Records, and Forms – EPM Revision Memo 47

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EPM Revision Memorandum

DATE:	January 20, 2012
TO:	Manual Users
SUBJECT:	Executive Policy Manual Revision Letter Number Forty-Seven

University executive administrators have approved the following policy for inclusion in the Executive Policy Manual.

Responding to Allegations of Research Misconduct EP33

This new policy provides responsibilities and procedures for responding to allegations of possible research misconduct by institutional members who are engaged in scholarship and research activities at the University.

Return to the Policies and Procedures Manuals home page.

Procedures, Records, and Forms – EPM Revision Memo 48

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EPM Revision Memorandum

DATE:	February 9, 2012
TO:	Manual Users
SUBJECT:	Executive Policy Manual Revision Letter Number Forty-Eight

University executive administrators have approved a revision to the following policy for inclusion in the Executive Policy Manual.

Electronic Communication Policy EP4

This revision includes the following changes:

Adds policy requirements regarding use of social media and related online communications.
Adds an applicability statement regarding unofficial computer use by employees.
Updates policies regarding dissemination of portal announcements and notices.
The Vice President for Information Services provides advance approval for non-University promotional messages or advertising through University venues.

Return to the Policies and Procedures Manuals home page.

Procedures, Records, and Forms – EPM Revision Memo 49

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EPM Revision Memorandum

DATE:	August 24, 2012
TO:	Manual Users
SUBJECT:	Executive Policy Manual Revision Letter Number Forty-Nine

University executive administrators have approved a revision to the following University policy included in the Executive Policy Manual.

Washington State University Ethics, Conflict of Interest, and Technology Transfer EP27

In accordance with federal regulations, this policy revision updates the standards that provide a reasonable expectation that the design, conduct, and reporting of research funded under Public Health Service (PHS) grants, cooperative agreements, and contracts is free from bias resulting from investigator financial conflicts of interest.

Return to the Policies and Procedures Manuals home page.

Procedures, Records, and Forms – EPM Revision Memo 50

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EPM Revision Memorandum

DATE:	August 31, 2012
TO:	Manual Users
SUBJECT:	Executive Policy Manual Revision Letter Number Fifty

University executive administrators have approved a revision to the following University policy included in the Executive Policy Manual.

Alcohol and Drug Policy EP20

This revision updates the University's policies regarding sales and service of alcohol on football game days.

Return to the Policies and Procedures Manuals home page.

Procedures, Records, and Forms – EPM Revision Memo 51

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EPM Revision Memorandum

DATE:	October 31, 2012
TO:	Manual Users
SUBJECT:	Executive Policy Manual Revision Letter Number Fifty-One

University executive administrators have approved a minor amendment to the following University policy included in the Executive Policy Manual.

Washington State University Ethics, Conflict of Interest, and Technology Transfer EP27

This minor amendment adds clarification statements regarding disclosures of significant financial interests, including gifts received from entities other than nonconflicting institutions.

Return to the Policies and Procedures Manuals home page.

Procedures, Records, and Forms – EPM Revision Memo 41

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EPM Revision Memorandum

DATE:	January 6, 2011
TO:	Manual Users
SUBJECT:	Executive Policy Manual Revision Letter Number Forty-One

University executive administrators have approved a revision to the following University policy included in the Executive Policy Manual.

Executive Policy on Emergency Management and Safety Plans EP25

This revision updates the requirements for emergency management and safety planning at the University-wide, campus, college, division, department, unit, and office levels.

Users are directed to refer to BPPM 50.39 for emergency planning procedures and responsibilities.

Return to the Policies and Procedures Manuals home page.

Procedures, Records, and Forms – EPM Revision Memo 42

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EPM Revision Memorandum

DATE:	June 13, 2011
TO:	Manual Users
SUBJECT:	Executive Policy Manual Revision Letter Number Forty-Two

University executive administrators have approved a revision to the following University policy included in the Executive Policy Manual.

Policy for Allocating Facilities and Administrative Cost Recovery Revenue EP2

This revision:

Updates the description of University services which receive permanent budget level contributions from F&A revenue.
Removes the discussion of academic unit allocations prior to FY 2000.
Updates the allocation distribution diagram to increase clarity and reflect the changes listed above.

Return to the Policies and Procedures Manuals home page.

Procedures, Records, and Forms – EPM Revision Memo 43

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EPM Revision Memorandum

DATE:	June 29, 2011
TO:	Manual Users
SUBJECT:	Executive Policy Manual Revision Letter Number Forty-Three

The Board of Regents have approved this policy for inclusion in the Executive Policy Manual.

Washington State University Board of Regents Debt Management Policy EP31

This new policy states the principles that will govern the use of debt instruments to finance University capital and infrastructure projects and assigns responsibilities for the implementation and management of the University's debt.

Return to the Policies and Procedures Manuals home page.

Procedures, Records, and Forms – EPM Revision Memo 44

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EPM Revision Memorandum

DATE:	August 24, 2011
TO:	Manual Users
SUBJECT:	Executive Policy Manual Revision Letter Number Forty-Four

University executive administrators have approved the addition of the following University policy for inclusion in the Executive Policy Manual.

Facility Design Review Policy EP32

This new policy provides responsibilities for design review of all University facilities.

Return to the Policies and Procedures Manuals home page.

Procedures, Records, and Forms – EPM Revision Memo 45

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EPM Revision Memorandum

DATE:	September 2, 2011
TO:	Manual Users
SUBJECT:	Executive Policy Manual Revision Letter Number Forty-Five

University executive administrators have approved a revision to the following University policy included in the Executive Policy Manual.

Alcohol and Drug Policy EP20

Executive Policy #20, which includes the policy for alcohol sales during home football games, has been amended to allow for the sale and service of alcohol at halftime.

Return to the Policies and Procedures Manuals home page.

Procedures, Records, and Forms – EPM Revision Memo 46

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EPM Revision Memorandum

DATE:	December 23, 2011
TO:	Manual Users
SUBJECT:	Executive Policy Manual Revision Letter Number Forty-Six

University executive administrators have approved a revision to the following University policy included in the Executive Policy Manual.

Post-Season Athletic Competitions and Events: Attendance, Travel, Souvenirs, and Team Gifts EP11

The University may participate in post-season competitions for which it qualifies, in accordance with revised PAC-12 Athletic Conference rules. This revision updates the categories of individuals who may travel to such events.

The title of this policy is changed from "Bowl Games and Other Post-Season Championship Athletic Games and Events..."

Return to the Policies and Procedures Manuals home page.

Procedures, Records, and Forms – EPM Revision Memo 39

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EPM Revision Memorandum

DATE:	February 23, 2010
TO:	Manual Users
SUBJECT:	Executive Policy Manual Revision Letter Number Thirty-Nine

University executive administrators have approved revisions to the following University policies included in the Executive Policy Manual.

WSU may not discriminate on the basis of genetic information, in accordance with Title II of the federal Genetic Information Nondiscrimination Act. This change applies to:

Washington State University Equal Employment Opportunity and Affirmative Action Policy EP12
Policy Prohibiting Discrimination and Sexual Harassment EP15

Return to the Policies and Procedures Manuals home page.

Procedures, Records, and Forms – EPM Revision Memo 40

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EPM Revision Memorandum

DATE:	July 1, 2010
TO:	Manual Users
SUBJECT:	Executive Policy Manual Revision Letter Number Forty

University executive administrators have approved the following new University policy:

WSU Pullman Parking Ticket Disposition Policy EP30

This new policy provides internal policies regarding the disposition of tickets for parking violations at WSU Pullman, in accordance with the authority established by Washington Administrative Code (WAC) section 504-15-810.

Return to the Policies and Procedures Manuals home page.

Procedures, Records, and Forms – EPM Revision Memo 35

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EPM Revision Memorandum

DATE:	January 14, 2008
TO:	Manual Users
SUBJECT:	Executive Policy Manual Revision Letter Number Thirty-Five

University executive administrators have approved the revision of the following University policy:

Washington State University Sustainability Initiative EP24

This revision:

Updates sustainability practices to support the University's strategic plan goals; and

Moves responsibility for implementing the Sustainability Initiative to the Sustainability and the Environment Committee.

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Procedures, Records, and Forms – EPM Revision Memo 36

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EPM Revision Memorandum

DATE:	March 4, 2009
TO:	Manual Users
SUBJECT:	Executive Policy Manual Revision Letter Number Thirty-Six

University executive administrators have approved the revision of the following University policy:

Facilities Names Policies and Procedures EP9

This revision updates the list of required letters of support which are to be submitted with a facility naming request.

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Procedures, Records, and Forms – EPM Revision Memo 37

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EPM Revision Memorandum

DATE:	May 15, 2009
TO:	Manual Users
SUBJECT:	Executive Policy Manual Revision Letter Number Thirty-Seven

University executive administrators have approved the following new University policy:

Policies and Responsibilities for the Operation of Multi-Campus Academic Programs EP29

This new executive section provides policies and responsibilities for operating multi-campus academic programs at Washington State University, including key activities associated with academic planning, programs, faculty, budgets, facilities, and space.

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Procedures, Records, and Forms – EPM Revision Memo 38

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EPM Revision Memorandum

DATE:	July 22, 2009
TO:	Manual Users
SUBJECT:	Executive Policy Manual Revision Letter Number Thirty-Eight

University executive administrators have approved revisions to the following University policies included in the Executive Policy Manual.

Electronic Communication Policy: Policy on Electronic Publishing and Appropriate Use of Information Technology Resources EP4

This adds the content of of Executive Policy EP23: University Electronic Correspondence Policy to Executive Policy EP4.

The following are added to the policy:

The requirement that mass internal communication be distributed electronically.
Guidance regarding University-wide electronic communications.
A section regarding advertising on WSU websites.

This revision deletes verbiage from EP4 that is duplicated in Executive Policy EP8: University Data Policies.

The Office of Procedures, Records, and Forms suggests that University departments wishing to provide access to the Electronic Communication Policy directly link to the HTML version of EP4 at:

http://www.wsu.edu/~forms/HTML/EPM/EP4_Electronic_Communication_Policy.htm

University Electronic Correspondence Policy EP23

This policy is removed. University policy regarding electronic correspondence is now incorprated into Executive Policy EP4 (see above).

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Procedures, Records, and Forms – EPM Revision Memo 30

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EPM Revision Memorandum

DATE:	February 22, 2008
TO:	Manual Users
SUBJECT:	Executive Policy Manual Revision Letter Number Thirty

The following University executive policy is revised:

Policy Approval and Distribution EP5

This revision includes:

Description and requirements for advisory guidelines.
Statement regarding applicability and review of policies affecting a single regional campus; i.e., WSU Spokane, WSU Tri-Cities, WSU Vancouver.
Update of the group that provides final approval of most policies (executive officers).
A provision for delegation of authority to approve policies.
Removal of policy publications no longer published or no longer used for policy distribution, i.e., Classified Staff Handbook, Student Handbook, Time Schedule.
New requirement for review and update of existing documents.

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Procedures, Records, and Forms – EPM Revision Memo 31

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EPM Revision Memorandum

DATE:	April 21, 2008
TO:	Manual Users
SUBJECT:	Executive Policy Manual Revision Letter Number Thirty-One

University executive administrators have approved the revision of the following University policy:

Alcohol and Drug Policy EP20

This revision updates the University's alcohol and drug policy regarding distilled spirits. The revision also adds restrictions regarding the use of WSU Trademarks and logos in association with promotion and/or marketing of alcohol.

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Procedures, Records, and Forms – EPM Revision Memo 32

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EPM Revision Memorandum

DATE:	October 16, 2008
TO:	Manual Users
SUBJECT:	Executive Policy Manual Revision Letter Number Thirty-Two

University executive administrators have approved the revision of the following University policy:

Facilities Names Policies and Procedures EP9

This policy revision updates the request guidelines for naming University facilities. The revision adds a flow chart showing the facilities naming process.

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Procedures, Records, and Forms – EPM Revision Memo 33 (For prepublication review)

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EPM Revision Memorandum

DATE:	October 24, 2008
TO:	Manual Users
SUBJECT:	Executive Policy Manual Revision Letter Number Thirty-Three

University executive administrators have approved the revision of the following University policy:

Salary Accrual and Allocation Adjustment Policy and Procedures EP3

This policy revision updates the policy and related procedures regarding salary accrual and allocation adjustment for positions assigned to funds included in the permanent budget level (PBL).

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Procedures, Records, and Forms – EPM Revision Memo 34

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EPM Revision Memorandum

DATE:	December 18, 2008
TO:	Manual Users
SUBJECT:	Executive Policy Manual Revision Letter Number Thirty-Four

University executive administrators have approved the revision of the following University policy:

Washington State University Equal Employment Opportunity and Affirmative Action Policy EP12

This revision updates the University's policy for providing equal employment opportunities to applicants and employees, eliminating barriers to equal opportunity, and improving opportunities available to underrepresented groups.

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Procedures and Forms – EPM Revision Memo 26

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EPM Revision Memorandum

June 1, 2007

TO:	Manual Users
SUBJECT:	Executive Policy Manual Revision Letter Number Twenty-Six

Updates the policy prohibiting discrimination, including sexual harassment.

Updates the procedures for reporting, immediate action, and enforcement of this policy.

Updates the list of resources available to assist in the resolution of reports of discriminatory or sexual harassment behaviors.

Policy on Faculty-Student and Supervisor-Subordinate Relationships EP28

The purpose of this new policy is to prohibit faculty or anyone in a supervisory role from having supervisory responsibility over a student or subordinate with whom he or she is currently having a romantic and/or sexual relationship.

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Procedures and Forms – EPM Revision Memo 27

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EPM Revision Memorandum

June 15, 2007

TO:	Manual Users
SUBJECT:	Executive Policy Manual Revision Letter Number Twenty-Seven

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Procedures and Forms – EPM Revision Memo 28

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EPM Revision Memorandum

July 19, 2007

TO:	Manual Users
SUBJECT:	Executive Policy Manual Revision Letter Number Twenty-Eight

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Procedures and Forms – EPM Revision Memo 29

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EPM Revision Memorandum

December 11, 2007

TO:	Manual Users
SUBJECT:	Executive Policy Manual Revision Letter Number Twenty-Nine

Updates the lists of University data stewards and data custodians.

Adds a requirement for immediately reporting all security incidents or suspected incidents involving computers containing confidential data.

Updates the data administration policy statement. The Provost does not appoint data stewards and the reference is removed.

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Procedures and Forms – EPM Revision Memo 22

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EPM Revision Memorandum

April 26, 2006

TO:	Manual Users
FROM:	Ralph Jenks, Director
SUBJECT:	Executive Policy Manual Revision Letter Number Twenty-Two

University executive administrators have approved the revision of the following University policy:

University Data Policies EP8

The executive administrators have updated policies on data administration, access, usage, maintenance, and security to ensure that the University's valuable data assets are carefully managed and wisely used.

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Procedures and Forms – EPM Revision Memo 23

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EPM Revision Memorandum

September 7, 2006

TO:	Manual Users
SUBJECT:	Executive Policy Manual Revision Letter Number 23

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Procedures and Forms – EPM Revision Memo 24

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EPM Revision Memorandum

September 21, 2006

TO:	Manual Users
SUBJECT:	Executive Policy Manual Revision Letter Number Twenty-Four

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Procedures and Forms – EPM Revision Memo 25

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EPM Revision Memorandum

September 22, 2006

TO:	Manual Users
SUBJECT:	Executive Policy Manual Revision Letter Number Twenty-Five

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Procedures and Forms – EPM Revision Memo 20

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EPM Revision Memorandum

December 5, 2005

TO:	Manual Users
FROM:	Ralph Jenks, Director
SUBJECT:	Executive Policy Manual Revision Letter Number Twenty

University executive administrators have approved the revision of the following University policy:

Computer and Network User Identification and Password Policy EP18

Passwords shall consist of at least one of each of the following character sets: letters, numbers, and special characters (i.e., !, @, #, $, %, &, *, +, ?). Sample password: 9u1!m@n!

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Procedures and Forms – EPM Revision Memo 21

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EPM Revision Memorandum

December 5, 2005

TO:	Manual Users
FROM:	Ralph Jenks, Director
SUBJECT:	Executive Policy Manual Revision Letter Number Twenty-One

University executive administrators have approved the the following new University policy:

Washington State University Sustainability Initiative EP24

WSU is committed to improving sustainability in all areas of operations and developing appropriate systems for managing environmental, social, and economic sustainability programs. This new policy will help WSU meet its responsibility to prepare students, staff, and faculty to proactively deal with the environmental, social, and economic challenges.

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Procedures and Forms – EPM Revision Memo 17

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EPM Revision Memorandum

February 12, 2004

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Executive Policy Manual Revision Letter Number Seventeen

The Board of Regents have approved this policy and University executive administrators have decided to include this policy in the Executive Policy Manual.

Washington State University Board of Regents Real Estate Policy EP22

This policy describes the rules and responsibilities for the acquisition, ownership, management, disposal, and leasing of University real estate properties.

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Procedures and Forms – EPM Revision Memo 18

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EPM Revision Memorandum

November 4, 2004

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Executive Policy Manual Revision Letter Number Eighteen

University executive administrators have approved the following University policy for inclusion in the Executive Policy Manual.

University Electronic Correspondence Policy EP23

This policy sanctions electronic correspondence as an authorized means of communication for Washington State University provided that this correspondence is carried out to ensure confidentiality, authenticity, and integrity as required.

Return to the Policies and Procedures Manuals home page.

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Procedures and Forms – EPM Revision Memo 19

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EPM Revision Memorandum

December 20, 2004

TO:	Manual Users
FROM:	Ralph Jenks, Director
SUBJECT:	Executive Policy Manual Revision Letter Number Nineteen

University executive administrators have approved the revision of the following University policy.

Facilities Names Policies and Procedures EP9

This policy revision updates the guidelines to be used for requesting that a University facility be named after an individual, group of individuals, or organization. The criteria for naming University facilities is also updated to include the assignment of temporary names.

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Procedures and Forms – EPM Revision Memo 14

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EPM Revision Memorandum

September 24, 2003

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Executive Policy Manual Revision Letter Number Fourteen

University executive administrators have approved revisions to the following University policies included in the Executive Policy Manual:

Wireless LAN Policy EP13

The title of this policy is changed from Policy and Procedure Recommendations: Wireless Internet Technologies at Washington State University.

This policy revision updates the requirements for management, deployment, equipment, and security of wireless LANs for data communications throughout the University system.

University Network Policies EP16

This revision addresses access and modifications to the WSU network infrastructure, including the physical network infrastructure, wireless access points, and network or data connections.

University executive administrators have approved the following University policy for inclusion in the Executive Policy Manual:

Computer and Network User Identification and Password Policy EP18

This policy is intended to help promote a secure computing environment at Washington State University (WSU) by (1) establishing minimum user ID and password requirements for all WSU computer and network system users, (2) enabling WSU system administrators to set appropriate department/area user ID and password policies and procedures, and (3) ensuring that sound and secure user ID and password management practices are consistent University-wide.

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Procedures and Forms – EPM Revision Memo 15

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EPM Revision Memorandum

October 20, 2003

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Executive Policy Manual Revision Letter Number Fifteen

The Board of Regents have approved this policy and University executive administrators have decided to include this policy in the Executive Policy Manual.

Permissible Uses of Washington State University Leased Lands EP19

Washington State University property is sometimes leased to other persons or entities. This policy outlines the permissible uses of such leased lands.

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Procedures and Forms – EPM Revision Memo 16

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EPM Revision Memorandum

October 22, 2003

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Executive Policy Manual Revision Letter Number Sixteen

University executive administrators have approved the following University policies for inclusion in the Executive Policy Manual:

Alcohol and Drug Policy EP20

Washington State University seeks to eliminate alcohol and drug abuse and to educate the University community regarding relevant laws and consequences. This policy describes permitted use and enforcement of alcohol laws and statutes on WSU properties.

University Domain Name Policy EP21

Washington State University has a legal interest in the use of its name and associated trademarks, including those contained or portrayed in domain names. This policy is intended to insure that domain names available through the WSU domain name service promote WSU, its programs, and activities.

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Procedures and Forms – EPM Revision Memo 7

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EPM Revision Memorandum

January 25, 2002

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Executive Policy Manual Revision Letter Number Seven

University executive administrators have approved the following University policy for inclusion in the Executive Policy Manual:

Equal Employment Opportunity and Affirmative Action Policy EP12

This policy describes the University's policy for providing equal employment opportunities to applicants and employees, eliminating barriers to equal opportunity, and improving opportunities available to underutilized groups.

Return to the Policies and Procedures Manuals home page.

Procedures and Forms – EPM Revision Memo 8

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EPM Revision Memorandum

February 26, 2002

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Executive Policy Manual Revision Letter Number Eight

University executive administrators have approved the following University policy for inclusion in the Executive Policy Manual:

Policy and Procedure Recommendations: Wireless Internet Technologies at Washington State University EP13

The executive administrators have instituted policy and procedure recommendations for the configuration and use of wireless Internet technology in order to minimize security risks and degredation of service.

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Procedures and Forms – EPM Revision Memo 9

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EPM Revision Memorandum

March 1, 2002

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Executive Policy Manual Revision Letter Number Nine

University executive administrators have approved the following University policy for inclusion in the Executive Policy Manual:

University Antivirus Policy EP14

The executive administrators have instituted a policy to help ensure that University computers are protected by antivirus software at all times.

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Procedures and Forms – EPM Revision Memo 10

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EPM Revision Memorandum

March 26, 2002

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Executive Policy Manual Revision Letter Number Ten

University executive administrators have approved the following University policy for inclusion in the Executive Policy Manual:

Discrimination and Sexual Harassment Policy and Complaint Procedures EP15

This executive policy sets forth WSU's commitment to maintaining a university environment free from all forms of discrimination, including sexual harassment. Procedures are provided for the initiation and resolution of complaints alleging violations of the policy.

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Procedures and Forms – EPM Revision Memo 11

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EPM Revision Memorandum

July 24, 2002

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Executive Policy Manual Revision Letter Number Eleven

University executive administrators have approved the revision of the following University policy for inclusion in the Executive Policy Manual:

Electronic Publishing Policy: Policy on Electronic Publishing and Appropriate Use of Computing Resources, Information Technologies, and Networks EP4

Employees may make occasional but limited personal use of computers and the Internet if such use is in conformance with WAC 292-110-010 and BPPM 20.37.

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Procedures and Forms – EPM Revision Memo 12

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EPM Revision Memorandum

August 14, 2002

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Executive Policy Manual Revision Letter Number Twelve

University executive administrators have approved the following University policy for inclusion in the Executive Policy Manual.

University Network Policies EP16

In order to promote the continued integrity of the University's network infrastructure and services, University network policies have been developed. Topics include:

Network protection,
Network devices and services, and
Network information services access.

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Procedures and Forms – EPM Revision Memo 13

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EPM Revision Memorandum

November 21, 2002

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Executive Policy Manual Revision Letter Number Thirteen

The Board of Regents approved this policy on November 20, 1987. University executive administrators have now decided to include this policy in the Executive Policy Manual.

Policy on Sales of Goods and Services EP17

It is often necessary for the University and its affiliated units to provide goods and services for fees which enhance, promote, or support the its instruction, research, and public service functions. This policy has been developed to define the legitimate purposes under which sales of goods and services for fees may be approved.

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Procedures and Forms – EPM Revision Memo 1

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EPM Revision Memorandum

March 27, 2001

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Executive Policy Manual Revision Letter Number One

The President's Cabinet has approved the following new University policies for inclusion in the Executive Policy Manual:

Policy Approval and Distribution EP5

University policies and procedures are to be appropriately approved, published, and distributed in designated and authorized publications and web locations. This policy outlines the drafting, review, approval, and distribution processes for administrative, business, and safety policies and procedures.

Policy on Risk Management EP6

This policy describes actions to be taken by University employees and departments to reduce the risk of accidental loss or injury to persons or damage to property.

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Procedures and Forms – EPM Revision Memo 2

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EPM Revision Memorandum

July 16, 2001

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Executive Policy Manual Revision Letter Number Two

The President's Cabinet has approved the revision of the following University policy for inclusion in the Executive Policy Manual:

Policy for Allocating Facilities and Administrative Cost Recovery Revenue EP2

The Cabinet has changed the name of this policy from Policy for Allocating Indirect Cost Recovery Revenue.

The President's Cabinet has updated the policy for allocating facilities and administrative (F&A) cost recovery revenue to show that the allocation to libraries has increased from 1.5 percent to 7 percent of gross F&A revenue collections.

A diagram showing how F&A revenue is allocated has been added to the policy statement.

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Procedures and Forms – EPM Revision Memo 3

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EPM Revision Memorandum

November 8, 2001

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Executive Policy Manual Revision Letter Number Three

University executive administrators have approved the following University policies for inclusion in the Executive Policy Manual:

University Web Accessibility Policy EP7

This new executive policy provides requirements to ensure that University Web pages will be accessible by faculty, staff, students, and customers with disabilities.

University Data Policies EP8

The executive administrators have instituted policies on data administration, access, usage, maintenance, and security to ensure that the University's valuable data assets are carefully managed and wisely used.

Return to the Policies and Procedures Manuals home page.

Procedures and Forms – EPM Revision Memo 4

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EPM Revision Memorandum

November 8, 2001

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Executive Policy Manual Revision Letter Number Four

University executive administrators have approved the following University policy for inclusion in the Executive Policy Manual:

Facilities Names Policies and Procedures EP9

This new executive policy provides guidelines for requesting that a University facility be named after an individual, group of individuals, or organization and lists criteria for naming University facilities.

Return to the Policies and Procedures Manuals home page.

Procedures and Forms – EPM Revision Memo 5

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EPM Revision Memorandum

December 4, 2001

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Executive Policy Manual Revision Letter Number Five

The Board of Regents has approved the following University policy:

Summer Session Tuition and Services and Activities Fees Policy EP10

Summer session tuition and fees and Services and Activities Fees are to be based on the preceding academic year's part-time rates.

Return to the Policies and Procedures Manuals home page.

EPM Revisions 2002

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Executive Policy Manual Revisions (2002)

BPPM Revision Memos

SPPM Revision Memos

2013 EPM Revisions	2012 EPM Revisions	2011 EPM Revisions	2010 EPM Revisions
2009 EPM Revisions	2008 EPM Revisions	2007 EPM Revisions	2006 EPM Revisions
2005 EPM Revisions	2004 EPM Revisions	2003 EPM Revisions	2001 EPM Revisions

Revision Memo #	Revision Date	Title
13	November 21, 2002	Policy on Sales of Goods and Services
12	August 14, 2002	University Network Policies
11	July 24, 2002	Electronic Publishing Policy: Policy on Electronic Publishing and Appropriate Use of Computing Resources, Information Technologies, and Networks
10	March 26, 2002	Discrimination and Sexual Harassment Policy and Complaint Procedures
9	March 1, 2002	University Antivirus Policy
8	February 26, 2002	Policy and Procedure Recommendations: Wireless Internet Technologies at Washington State University
7	January 25, 2002	Equal Employment Opportunity and Affirmative Action Policy

EPM Revisions 2001

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Executive Policy Manual Revisions (2001)

BPPM Revision Memos

SPPM Revision Memos

2013 EPM Revisions	2012 EPM Revisions	2011 EPM Revisions	2010 EPM Revisions
2009 EPM Revisions	2008 EPM Revisions	2007 EPM Revisions	2006 EPM Revisions
2005 EPM Revisions	2004 EPM Revisions	2003 EPM Revisions	2002 EPM Revisions

Revision Memo #	Revision Date	Title
6	December 21, 2001	Bowl Games and Other Post-Season Championship Athletic Games and Events: Attendance, Travel, Souvenirs, and Team Gifts
5	December 4, 2001	Summer Session Tuition and Services and Activities Fees Policy
4	November 8, 2001	Facilities Names Policies and Procedures
3	November 8, 2001	University Web Accessibility Policy, University Data Policies
2	July 16, 2001	Policy for Allocating Facilities and Administrative Cost Recovery Revenue
1	March 27, 2001	Policy Approval and Distribution, Policy on Risk Management

Procedures and Forms – EPM Revision Memo 6

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EPM Revision Memorandum

December 21, 2001

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Executive Policy Manual Revision Letter Number Six

University executive administrators have approved the following University policy for inclusion in the Executive Policy Manual:

Bowl Games and Other Post-Season Championship Athletic Games and Events: Attendance, Travel, Souvenirs, and Team Gifts EP11

This new executive policy provides for attendance at and travel to post-season athletic games and events. The policy also includes guidelines for awarding souvenirs and team gifts.

Return to the Policies and Procedures Manuals home page.

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EPM Revisions 2007

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Executive Policy Manual Revisions (2007)

BPPM Revision Memos

SPPM Revision Memos

2013 EPM Revisions	2012 EPM Revisions	2011 EPM Revisions	2010 EPM Revisions
2009 EPM Revisions	2008 EPM Revisions	2006 EPM Revisions	2005 EPM Revisions
2004 EPM Revisions	2003 EPM Revisions	2002 EPM Revisions	2001 EPM Revisions

Revision Memo #	Revision Date	Title
29	December 11, 2007	University Data Policies
28	July 19, 2007	Policy on Budget Responsibility
27	June 15, 2007	Washington State University Equal Employment Opportunity and Affirmative Action Policy
26	June 1, 2007	Policy Prohibiting Discrimination and Sexual Harassment, Policy on Faculty-Student and Supervisor-Subordinate Relationships

EPM Revisions 2006

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Executive Policy Manual Revisions (2006)

BPPM Revision Memos

SPPM Revision Memos

2013 EPM Revisions	2012 EPM Revisions	2011 EPM Revisions	2010 EPM Revisions
2009 EPM Revisions	2008 EPM Revisions	2007 EPM Revisions	2005 EPM Revisions
2004 EPM Revisions	2003 EPM Revisions	2002 EPM Revisions	2001 EPM Revisions

Revision Memo #	Revision Date	Title
25	September 22, 2006	Washington State University Ethics, Conflict of Interest, and Technology Transfer
24	September 21, 2006	Internal Investigations Training and Policy
23	September 7, 2006	Executive Policy on Emergency Management
22	April 26, 2006	University Data Policies

EPM Revisions 2005

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Executive Policy Manual Revisions (2005)

BPPM Revision Memos

SPPM Revision Memos

2013 EPM Revisions	2012 EPM Revisions	2011 EPM Revisions	2010 EPM Revisions
2009 EPM Revisions	2008 EPM Revisions	2007 EPM Revisions	2006 EPM Revisions
2004 EPM Revisions	2003 EPM Revisions	2002 EPM Revisions	2001 EPM Revisions

Revision Memo #	Revision Date	Title
21	December 5, 2005	Washington State University Sustainability Initiative
20	December 5, 2005	Computer and Network User Identification and Password Policy

EPM Revisions 2004

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Executive Policy Manual Revisions (2004)

BPPM Revision Memos

SPPM Revision Memos

2013 EPM Revisions	2012 EPM Revisions	2011 EPM Revisions	2010 EPM Revisions
2009 EPM Revisions	2008 EPM Revisions	2007 EPM Revisions	2006 EPM Revisions
2005 EPM Revisions	2003 EPM Revisions	2002 EPM Revisions	2001 EPM Revisions

Revision Memo #	Revision Date	Title
19	December 20, 2004	Facilities Names Policies and Procedures
18	November 4, 2004	University Electronic Correspondence Policy
17	February 16, 2004	Washington State University Board of Regents Real Estate Policy

EPM Revisions 2003

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Executive Policy Manual Revisions (2003)

BPPM Revision Memos

SPPM Revision Memos

2013 EPM Revisions	2012 EPM Revisions	2011 EPM Revisions	2010 EPM Revisions
2009 EPM Revisions	2008 EPM Revisions	2007 EPM Revisions	2006 EPM Revisions
2005 EPM Revisions	2004 EPM Revisions	2002 EPM Revisions	2001 EPM Revisions

Revision Memo #	Revision Date	Title
16	October 22, 2003	Alcohol and Drug Policy, University Domain Name Policy
15	October 20, 2003	Permissible Uses of Washington State University Leased Lands
14	September 24, 2003	Wireless LAN Policy, University Network Policies, Computer and Network User Identification and Password Policy

EPM Revisions 2012

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Executive Policy Manual Revisions (2012)

BPPM Revision Memos

SPPM Revision Memos

2013 EPM Revisions	2011 EPM Revisions	2010 EPM Revisions	2009 EPM Revisions
2008 EPM Revisions	2007 EPM Revisions	2006 EPM Revisions	2005 EPM Revisions
2004 EPM Revisions	2003 EPM Revisions	2002 EPM Revisions	2001 EPM Revisions

Revision Memo #	Revision Date	Title
51	October 31, 2012	Washington State University Ethics, Conflict of Interest, and Technology Transfer
50	August 31, 2012	Alcohol and Drug Policy
49	August 24, 2012	Washington State University Ethics, Conflict of Interest, and Technology Transfer
48	February 9, 2012	Electronic Communication Policy
47	January 20, 2012	Responding to Allegations of Research Misconduct

EPM Revisions 2011

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Executive Policy Manual Revisions (2011)

BPPM Revision Memos

SPPM Revision Memos

2013 EPM Revisions	2012 EPM Revisions	2010 EPM Revisions	2009 EPM Revisions
2008 EPM Revisions	2007 EPM Revisions	2006 EPM Revisions	2005 EPM Revisions
2004 EPM Revisions	2003 EPM Revisions	2002 EPM Revisions	2001 EPM Revisions

Revision Memo #	Revision Date	Title
46	December 23, 2011	Post-Season Athletic Competitions and Events: Attendance, Travel, Souvenirs, and Team Gifts
45	September 2, 2011	Alcohol and Drug Policy
44	August 24, 2011	Facility Design Review Policy
43	June 29, 2011	Washington State University Board of Regents Debt Management Policy
42	June 13, 2011	Policy for Allocating Facilities and Administrative Cost Recovery Revenue
41	January 6, 2011	Executive Policy on Emergency Management and Safety Plans

EPM Revisions 2010

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Executive Policy Manual Revisions (2010)

BPPM Revision Memos

SPPM Revision Memos

2013 EPM Revisions	2012 EPM Revisions	2011 EPM Revisions	2009 EPM Revisions
2008 EPM Revisions	2007 EPM Revisions	2006 EPM Revisions	2005 EPM Revisions
2004 EPM Revisions	2003 EPM Revisions	2002 EPM Revisions	2001 EPM Revisions

Revision Memo #	Revision Date	Title
40	July 1, 2010	WSU Pullman Parking Ticket Disposition Policy
39	February 23, 2010	Washington State University Equal Employment Opportunity and Affirmative Action Policy, Policy Prohibiting Discrimination and Sexual Harassment

EPM Revisions 2009

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Executive Policy Manual Revisions (2009)

BPPM Revision Memos

SPPM Revision Memos

2013 EPM Revisions	2012 EPM Revisions	2011 EPM Revisions	2010 EPM Revisions
2008 EPM Revisions	2007 EPM Revisions	2006 EPM Revisions	2005 EPM Revisions
2004 EPM Revisions	2003 EPM Revisions	2002 EPM Revisions	2001 EPM Revisions

Revision Memo #	Revision Date	Title
38	July 22, 2009	Electronic Communication Policy: Policy on Electronic Publishing and Appropriate Use of Information Technology Resources, Remove Executive Policy EP23
37	May 15, 2009	Policies and Responsibilities for the Operation of Multi-Campus Academic Programs
36	March 4, 2009	Facilities Names Policies and Procedures
35	January 14, 2009	Washington State University Sustainability Initiative

EPM Revisions 2008

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Executive Policy Manual Revisions (2008)

BPPM Revision Memos

SPPM Revision Memos

2013 EPM Revisions	2012 EPM Revisions	2011 EPM Revisions	2010 EPM Revisions
2009 EPM Revisions	2007 EPM Revisions	2006 EPM Revisions	2005 EPM Revisions
2004 EPM Revisions	2003 EPM Revisions	2002 EPM Revisions	2001 EPM Revisions

Revision Memo #	Revision Date	Title
34	December 18, 2008	Equal Employment Opportunity and Affirmative Action Policy
33	October 24, 2008	Salary Accrual and Allocation Adjustment Policy and Procedures
32	October 16, 2008	Facilities Names Policies and Procedures
31	April 21, 2008	Alcohol and Drug Policy
30	February 22, 2008	Policy Approval and Distribution

Procedures, Records, and Forms – SPPM Revision Memo 97

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SPPM Revision Memorandum

DATE:	January 22, 2013
FROM:	Office of Procedures, Records, and Forms
TO:	Manual Users
SUBJECT:	Safety Policies and Procedures Manual Revision Letter Number Ninety-Seven

This SPPM revision includes the following change:

Safety Orientation 2.16

This revision:

Adds clarification that supervisors determine the need and timing for repeat safety training.
Updates the Safety Orientation Checklist form to add discussion items and website information regarding the Emergency Notification System and the Campus Safety Plan.

Maintenance and Construction Activities in Laboratories 4.30

This minor amendment updates the procedures regarding posting notice of maintenance and construction activities in laboratories.

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Procedures, Records, and Forms – SPPM Revision Memo 98

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SPPM Revision Memorandum

DATE:	September 5, 2013
FROM:	Office of Procedures, Records, and Forms
TO:	Manual Users
SUBJECT:	Safety Policies and Procedures Manual Revision Letter Number Ninety-Eight

This SPPM revision includes the following changes:

Health, Safety, and Risk Management Offices and Services 1.40

This section is removed from the SPPM.

Form: Witness/Injured Person Statement 2.26.6

This minor amendment to the form splits the Name of Witness/Injured Person field into two fields: Name of Witness and Name of Injured Person.

Disposal of Biohazard Wastes 4.24

This revision:

Moves responsibility for the section from Environmental Health and Safety to the Office of Research Assurances.
Updates the responsibilities for management, cleanup, and proper disposal of biohazard and nonbiohazard wastes.
Updates the requirements for information and training.
Expands the procedures in cases of spills or leaks.

The title of the section is changed from Disposal of Biohazardous Wastes.

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Procedures, Records, and Forms – SPPM Revision Memo 99

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SPPM Revision Memorandum

DATE:	September 24, 2013
FROM:	Office of Procedures, Records, and Forms
TO:	Manual Users
SUBJECT:	Safety Policies and Procedures Manual Revision Letter Number Ninety-Nine

This SPPM revision includes the following change:

Smoking Prohibited 6.10

This revision includes the following changes:

This policy now applies to electronic cigarettes as well as other types of smoking equipment, and is applicable to all WSU locations.
Violations and enforcement rules regarding littering of smoking products and waste are added that are applicable to all WSU locations.
WSU Spokane and WSU Vancouver have additional restrictions regarding tobacco and nicotine use. This revision adds links to the additional campus policies and information regarding additional signage at these campuses.

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Procedures, Records, and Forms – SPPM Revision Memo 95

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SPPM Revision Memorandum

DATE:	February 29, 2012
FROM:	Office of Procedures, Records, and Forms
TO:	Manual Users
SUBJECT:	Safety Policies and Procedures Manual Revision Letter Number Ninety-Five

This SPPM revision includes the following change:

Food Safety and Sanitation 6.20

This minor amendment updates:

The list of agencies with authority for enforcing food safety and sanitation regulations that affect WSU;
The types of food safety and sanitation services that Environmental Health and Safety (EH&S) may provide; and
The procedures for food service providers to obtain permits, exemptions, and/or variances.

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Procedures, Records, and Forms – SPPM Revision Memo 96

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SPPM Revision Memorandum

DATE:	May 7, 2012
FROM:	Office of Procedures, Records, and Forms
TO:	Manual Users
SUBJECT:	Safety Policies and Procedures Manual Revision Letter Number Ninety-Six

This SPPM revision includes the following changes:

Bloodborne Pathogens 2.44

This revision updates the definitions, responsibilities, and procedures for handling human blood and other potentially infectious materials.

The revision also adds responsibilities for Human Resource Services, which is responsible for assisting with and maintaining records of medical surveillance for bloodborne pathogens.

Chemical Hygiene Plan for Laboratories 4.12

This minor amendment updates the procedures for obtaining, completing, and submitting required documentation as required by laboratory chemical hygiene plans.

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Procedures, Records, and Forms – SPPM Revision Memo 87

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SPPM Revision Memorandum

DATE:	January 24, 2011
FROM:	Office of Procedures, Records, and Forms
TO:	Manual Users
SUBJECT:	Safety Policies and Procedures Manual Revision Letter Number Eighty-Seven

This SPPM revision includes the following changes:

Control of Emergency Situations S10.15

This section is removed.

First Aid Training S20.32

This revision updates the responsibilities, requirements, and training options to ensure that trained personnel are available to provide quick and effective first aid to all employees.

Safety Bulletin Boards S20.33

This revision updates the list of items which units must post on safety bulletin boards.

First Aid Kits S20.40

This revision updates the responsibilities, selection options, and content requirements for University first aid kits.

Responding to an Injury Incident S25.10

This new section outlines the injury incident response policy and procedures for notifying emergency medical services, rendering first aid, and transporting injured persons.

Note: The title of SPPM Chapter S25 is changed from Accident Reporting and Follow-Up to Accident Response and Follow-Up to better fit the updated subject matter.

Workers' Compensation S25.27

This revision includes the following changes:

The procedures for requesting workers' compensation benefits are updated.
The Pullman Human Resource Services Office administers the workers' compensation program and coordinates University contacts with the Washington Department of Labor and Industries (L&I) regarding workers' compensation benefits.
Employees receiving wage replacement benefits from L&I while using accrued sick leave, annual leave, compensatory time off, or personal holiday to receive regular salary while off work may be eligible to retain both payments.

Fire Alarms S60.46

During a fire drill, work groups should designate a meeting location at least 50 yards away from the building or facility. (This distance is reduced from 75 yards to match the distance specified in section S60.25.)

Identifying Chemical Wastes S70.41

This section is removed. For chemical identification guidelines, refer to the Environmental Health and Safety (EH&S) Hazardous Waste Identification website at:

http://www.ehs.wsu.edu/hazwaste/wasteidreff.html

Storage of Dangerous Chemical Waste S70.42

This minor amendment updates the location of related procedures and guidelines on the EH&S website due to reorganization of the website and the removal of section S70.41.

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Procedures, Records, and Forms – SPPM Revision Memo 88

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SPPM Revision Memorandum

DATE:	March 8, 2011
FROM:	Office of Procedures, Records, and Forms
TO:	Manual Users
SUBJECT:	Safety Policies and Procedures Manual Revision Letter Number Eighty-Eight

This SPPM revision includes the following changes:

Electrical Safety S45.10

This revision updates the requirements and procedures for ensuring that work and learning/research areas are free from electrical shock and overload (i.e., fire) hazards.

This revision also adds Facilities Operations as an office responsible for this section. The other responsible office is Environmental Health and Safety (EH&S).

Trench and Excavation Safety S45.34

This minor amendment updates the safety requirements and responsibilities for University units involved with trench and excavation projects.

The title of this section is changed from Trenching and Excavation.

Chemical Carcinogens in Laboratories S80.70

This revision outlines the policy and requirements for working with chemical carcinogens in laboratories, including responsibilities and chemical identification.

The title of this section is changed from Chemical Carcinogens.

Chemical Carcinogens--Nonlaboratory Locations S80.71

This revision outlines the policy and requirements for working with chemical carcinogens in nonlaboratory locations, including responsibilities and chemical identification.

The title of this section is changed from Carcinogens in Laboratories.

NOTE: With the revisions to S80.70 and S80.71, the following sections are removed:

Emergencies in Regulated Areas S80.72
Regulated Areas S80.73
Signs, Storage, and Training Related to Chemical Carcinogens S80.74
Chemical Carcinogen Reports S80.75
Chemical Carcinogen Medical Surveillance S80.76

Confined Spaces S80.90

This revision updates the restrictions, requirements, and responsibilities for confined space access, management, and safety.

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Procedures, Records, and Forms – SPPM Revision Memo 89

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SPPM Revision Memorandum

DATE:	March 18, 2011
FROM:	Office of Procedures, Records, and Forms
TO:	Manual Users
SUBJECT:	Safety Policies and Procedures Manual Revision Letter Number Eighty-Nine

This SPPM revision includes the following changes:

Return-to-Work Policy S25.30

This revision includes the following:

Updates to the procedures for reporting industrial accidents/illnesses which result in time off work.
Updates to the return-to-work requirements and procedures.
Removal of the Physician's Report (S25.30.3).
The Pullman Human Resource Services Office coordinates the return-to-work program for the University.

Swimming Pools and Spas S70.17

This revision updates:

The responsibilities and services provided by Environmental Health and Safety (EH&S) for ensuring that University swimming pools and spas are safe and sanitary.
The information regarding Whitman County Operating Permit fees.
The title of the University Recreation official who coordinates swimming pool operations.
The University officers who serve as members of the Shared Facility Committee.

Bird and Bat Waste Exposure Prevention S70.24

This revision updates the discussion regarding risk of infection from birds and bats. The revision also updates the acceptable bird and bat control measures.

Food Safety and Sanitation S70.30

This revision updates the procedures regarding:

Obtaining catering/mobile food service permits;
Obtaining food service permits in Whitman County; and
Obtaining food worker cards in Whitman County.

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Procedures, Records, and Forms – SPPM Revision Memo 90

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SPPM Revision Memorandum

DATE:	March 23, 2011
FROM:	Office of Procedures, Records, and Forms
TO:	Manual Users
SUBJECT:	Safety Policies and Procedures Manual Revision Letter Number Ninety

This SPPM revision includes the following change:

Transport and Shipment of Hazardous Materials and Dangerous Goods S80.68

This revision:

Moves oversight responsibility to the Office of Research Assurances;
Removes the reference to "biological materials" from the title;
Adds a requirement for trained departmental and campus shipping coordinators;
Adds a requirement for an emergency response telephone number on shipping papers;
Expands the "Exceptions" portion of the section.

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Procedures, Records, and Forms – SPPM Revision Memo 91

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SPPM Revision Memorandum

DATE:	June 1, 2011
FROM:	Office of Procedures, Records, and Forms
TO:	Manual Users
SUBJECT:	Safety Policies and Procedures Manual Revision Letter Number Ninety-One

REORGANIZATION OF THE SAFETY POLICIES AND PROCEDURES MANUAL

With this memorandum, we are announcing a reorganization of the Safety Policies and Procedures Manual (SPPM).

For clarity and ease of use, we have renumbered the sections and created new chapters based upon the following functional subjects:

Emergency Contacts
Introduction / Organization
General Workplace Safety
Shop / Agricultural Workplace Safety
Laboratory Safety
Chemical / Hazardous Material Safety
Public Health and Environmental Quality
Motor Vehicle Safety
Fire Safety
Radiation Safety

To ensure continuity, we have added forwarding links and forwarding link pages for all of the old SPPM sections. However, we do recommend that users update any SPPM links and bookmarks to the URLs for the reorganized manual sections.

Users may access the reorganized SPPM from our Manuals website at:

http://public.wsu.edu/~forms/manuals.html

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Procedures, Records, and Forms – SPPM Revision Memo 92

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SPPM Revision Memorandum

DATE:	October 25, 2011
FROM:	Office of Procedures, Records, and Forms
TO:	Manual Users
SUBJECT:	Safety Policies and Procedures Manual Revision Letter Number Ninety-Two

This SPPM revision includes the following change:

Unit Safety Committees and Meetings 2.12

This revision updates the discussion of the membership, responsibilities, and activities of unit safety committees and foreman-crew safety meeting groups. The revision adds requirements for information that safety committees are to include in meeting agendas and reports.

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Procedures, Records, and Forms – SPPM Revision Memo 93

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SPPM Revision Memorandum

DATE:	November 21, 2011
FROM:	Office of Procedures, Records, and Forms
TO:	Manual Users
SUBJECT:	Safety Policies and Procedures Manual Revision Letter Number Ninety-Three

This SPPM revision includes the following change:

Pest and Animal Control 6.30

This revision:

Updates the policy and departmental responsibilities regarding paying for pest and animal control services.
Updates the role of EH&S in the prevention of West Nile Virus.
Adds departmental procedures regarding control of animals, including but not limited to bats, and handling of dead animals.

The title of this section is changed from Pest Control.

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Procedures, Records, and Forms – SPPM Revision Memo 94

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SPPM Revision Memorandum

DATE:	December 16, 2011
FROM:	Office of Procedures, Records, and Forms
TO:	Manual Users
SUBJECT:	Safety Policies and Procedures Manual Revision Letter Number Ninety-Four

This SPPM revision includes the following change:

Forklift Safety 3.64

This revision updates the departmental and operator responsibilities and requirements for forklift safety and training.

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Procedures, Records, and Forms – SPPM Revision Memo 83

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SPPM Revision Memorandum

DATE:	April 5, 2010
FROM:	Office of Procedures, Records, and Forms
TO:	Manual Users
SUBJECT:	Safety Policies and Procedures Manual Revision Letter Number Eighty-Three

This SPPM revision includes the following changes:

Eyewashes and Safety Showers S20.45

This revision:

Updates the procedures for reporting problems with emergency eyewashes, drench hoses, and emergency (safety) showers.
Updates responsibility for initial and annual inspections of safety showers.
Updates the requirements for reporting employee training.

Elevated Work Safety S30.60

This minor amendment updates the requirements and procedures regarding elevated work safety, in accordance with revised Washington Department of Labor and Industries rules (WAC Title 296).

The title of this section is changed from Fall Protection Equipment.

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Procedures, Records, and Forms – SPPM Revision Memo 84

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SPPM Revision Memorandum

DATE:	June 15, 2010
FROM:	Office of Procedures, Records, and Forms
TO:	Manual Users
SUBJECT:	Safety Policies and Procedures Manual Revision Letter Number Eighty-Four

This SPPM revision includes the following change:

Outdoor Heat Stress S30.75

This new policy provides departmental responsibilities for protecting employees from outdoor heat-related illnesses, in accordance with new Washington Department of Labor and Industries rules (WAC 296-62, Part J-1).

This policy also provides requirements for departments to establish written outdoor heat stress programs and obtain applicable training.

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Procedures, Records, and Forms – SPPM Revision Memo 85

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SPPM Revision Memorandum

DATE:	July 27, 2010
FROM:	Office of Procedures, Records, and Forms
TO:	Manual Users
SUBJECT:	Safety Policies and Procedures Manual Revision Letter Number Eighty-Five

This SPPM revision includes the following change:

Safety-Toe Footwear S30.50

This minor amendment includes the following changes to reflect current practices and applicable rules:

Visits by mobile shoe service vendors to the WSU Pullman campus are now scheduled by Facilities Operations.
Safety-toe footwear requirements are based upon hazard assessments conducted by supervisors, in consultation with Environmental Health and Safety as needed.
The national standards and specifications applicable to safety-toe footwear are updated.

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Procedures, Records, and Forms – SPPM Revision Memo 86

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SPPM Revision Memorandum

DATE:	September 20, 2010
FROM:	Office of Procedures, Records, and Forms
TO:	Manual Users
SUBJECT:	Safety Policies and Procedures Manual Revision Letter Number Eighty-Six

This SPPM revision includes the following changes:

Reporting Accidental Injuries and Work-Related Illnesses S25.20

This revision adds a deadline extension for reporting accidental injuries and work-related illnesses affecting swing- and graveyard-shift employees. Supervisors of such employees must submit online Incident Reports within 48 hours of occurrence.

The deadline remains at "within 24 hours of occurrence" for reporting accidental injuries and work-related illnesses affecting all other employee classifications.

Holiday Decorations S60.75

This revision adds additional restrictions regarding allowable types of electrical holiday decorations.

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Procedures, Records, and Forms – SPPM Revision Memo 78

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SPPM Revision Memorandum

DATE:	January 15, 2009
FROM:	Ralph Jenks, Director
TO:	Manual Users
SUBJECT:	Safety Policies and Procedures Manual Revision Letter Number Seventy-Eight

This SPPM revision includes the following changes:

Hazard Notification S20.15

This revision updates the procedures for immediate reporting of serious safety concerns, and written reporting of all safety hazards and the actions taken to correct such hazards.

Laser Safety S80.40

This new section provides an overview of the University's laser safety policy, including department and personnel responsibilities, requirements, and definitions.

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Procedures, Records, and Forms – SPPM Revision Memo 79

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SPPM Revision Memorandum

DATE:	April 1, 2009
FROM:	Ralph Jenks, Director
TO:	Manual Users
SUBJECT:	Safety Policies and Procedures Manual Revision Letter Number Seventy-Nine

This SPPM revision includes the following changes:

First Aid for Electrical Shock S45.12

This section is removed.

Chemical Hazard Communication Program S80.60

Maintenance Services for Campus Life is no longer responsible for the MSDS program. EH&S is solely responsible for this section. This revision updates the section and form accordingly.

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Procedures, Records, and Forms – SPPM Revision Memo 80

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SPPM Revision Memorandum

DATE:	May 19, 2009
FROM:	Ralph Jenks, Director
TO:	Manual Users
SUBJECT:	Safety Policies and Procedures Manual Revision Letter Number Eighty

This SPPM revision includes the following change:

Safety Precautions for Office Workers S50.10

This minor amendment provides procedures for units to report worn stair treads, broken floor tiles, broken handrails, discharged or inoperable fire extinguishers, and broken or missing electrical outlet or switch covers to the applicable facilities operations office.

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Procedures, Records, and Forms – SPPM Revision Memo 81

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SPPM Revision Memorandum

DATE:	July 14, 2009
FROM:	Ralph Jenks, Director
TO:	Manual Users
SUBJECT:	Safety Policies and Procedures Manual Revision Letter Number Eighty-One

This SPPM revision includes the following changes:

Requirements for Driving Vehicles on University Business S35.10

This revision provides requirements for departments and drivers regarding the use of vehicles for official University business. The revised section also includes requirements for driving full-size passenger vans. New handouts for van use are provided, i.e., Operator's Responsibilities, Emergency and Post-Accident Guidelines, and Full-Size Van Safety References and Tips. The required van forms and handouts are also updated.

The title of this section is changed from Requirements for Passengers and Drivers.

Section S35.10 now incorporates information from the following two sections, which are removed from the SPPM with this revision:

Driving University Vans S35.14
Managing Vehicle Accident Losses S35.36

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Procedures, Records, and Forms – SPPM Revision Memo 82

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SPPM Revision Memorandum

DATE:	December 9, 2009
FROM:	Office of Procedures, Records, and Forms
TO:	Manual Users
SUBJECT:	Safety Policies and Procedures Manual Revision Letter Number Eighty-Two

This SPPM revision includes the following changes:

Public-Access Defibrillators S45.14

This revision:

Adds procedures for requesting a public-access defibrillator.
Adds an accompanying form, Public-Access Defibrillator Use Agreement, which requesting departments must complete and submit to the WSU Fire Marshal.
Moves responsibility for training regarding automated external defibrillators (AEDs) from WSU Fire Services to University Recreation.

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Procedures, Records, and Forms – SPPM Revision Memo 72

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SPPM Revision Memorandum

DATE:	January 3, 2008
TO:	Manual Users
SUBJECT:	Safety Policies and Procedures Manual Revision Letter Number Seventy-Two

This SPPM revision includes the following changes:

Reporting Accidental Injuries and Work-Related Illnesses S25.20

This revision updates the offices to be contacted to report major accidents, the procedures for investigation and reporting of work-related accidents, motor vehicle accidents, and nonemployee injuries. Upon publication of this revision, the Incident Report form will be published as an online form from the HRS website, rather than as a PDF form from the online SPPM.

The name of this section is changed from Reporting Accidental Injuries, Occupational Illnesses, and Workplace Violence.

Investigating Accidents S25.25

This revision adds information and responsibilities regarding offices that investigate major accidents. Such offices are responsible for ensuring that investigators are trained and that investigations are documented, in accordance with the University's Internal Investigations Training and Policy, EP26.

Responsibilities and procedures for investigating work-related accidents are clarified.

Prevention of Hantavirus Exposure S70.22

This housekeeping change moves responsibility for pickup and disposal of bagged dead rodents from Materials and Resources Management to the Facilities Operations Waste Management section, with accompanying contact telephone number changes.

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Procedures, Records, and Forms – SPPM Revision Memo 73

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SPPM Revision Memorandum

DATE:	April 7, 2008
TO:	Manual Users
SUBJECT:	Safety Policies and Procedures Manual Revision Letter Number Seventy-Three

This SPPM revision includes the following changes:

Forklift Safety S40.22

This new section provides departmental and employee responsibilities for forklift safety and training.

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Procedures, Records, and Forms – SPPM Revision Memo 74

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SPPM Revision Memorandum

DATE:	June 12, 2008
FROM:	Ralph Jenks, Director
TO:	Manual Users
SUBJECT:	Safety Policies and Procedures Manual Revision Letter Number Seventy-Four

This SPPM revision includes the following changes:

Drinking Water Systems S70.15

This revision:

Adds procedures for departments to submit requests to Facilities Operations for water system modifications or additions.

Updates the requirements for water system point-of-use connections.

Updates the list of Water Board members.

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Procedures, Records, and Forms – SPPM Revision Memo 75

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SPPM Revision Memorandum

DATE:	June 30, 2008
FROM:	Ralph Jenks, Director
TO:	Manual Users
SUBJECT:	Safety Policies and Procedures Manual Revision Letter Number Seventy-Five

This SPPM revision includes the following changes:

Using the Safety Policies and Procedures Manual S03.02

WSU users who connect to the Internet through non-wsu.edu domains or through firewalls may access PDF manuals and forms by going to the PDF Alternate Access website.

Requirements for Passengers and Drivers S35.10

Effective July 1, 2008, WSU safety regulations are updated in accordance with state statutes and regulations to prohibit the use of hand-held communication devices for voice use or text messaging by WSU drivers.

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Procedures, Records, and Forms – SPPM Revision Memo 76

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SPPM Revision Memorandum

DATE:	August 29, 2008
FROM:	Ralph Jenks, Director
TO:	Manual Users
SUBJECT:	Safety Policies and Procedures Manual Revision Letter Number Seventy-Six

This SPPM revision includes the following changes:

General Requirements for Personal Protective Equipment S30.10

This revision updates the procedures for documenting employee training regarding personal protective equipment. The requirements for retaining training documentation are also updated.

Maintenance and Construction Activities in Laboratories S80.77

This revision updates the procedures for principal investigators or designees to request maintenance and/or construction services in laboratories.

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Procedures, Records, and Forms – SPPM Revision Memo 77

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SPPM Revision Memorandum

DATE:	December 22, 2008
FROM:	Ralph Jenks, Director
TO:	Manual Users
SUBJECT:	Safety Policies and Procedures Manual Revision Letter Number Seventy-Seven

This SPPM revision includes the following changes:

Stormwater Management S70.60

This new section provides regulatory requirements and responsibilities regarding planning, operating, monitoring, maintaining, and protecting the stormwater system at WSU Pullman, WSU Spokane, WSU Tri-Cities, and WSU Vancouver. The section also includes contact procedures for reporting illicit discharges, concerns, and emergencies.

Ergonomics S80.15

This revision updates the policy and procedures for evaluating work environments for physical risk factors and reporting symptoms of musculoskeletal disorders and/or computer vision syndrome.

Respiratory Protection Program S80.80

This revision:

Updates the University requirements for review of hazard assessments and medical questionnaires regarding the use of respiratory protection equipment.

Updates the requirements regarding authorization to use respirators and purchasing respirators.

Removes the requirement for departments to use Blanket Authorization #250393 to purchase health care professional review and evaluation services.

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Procedures and Forms – SPPM Revision Memo 69

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SPPM Revision Memorandum

March 8, 2007

TO:	Manual Users
FROM:	Ralph Jenks, Director
SUBJECT:	Safety Policies and Procedures Manual Revision Letter Number Sixty-Nine

This SPPM revision includes the following changes:

Health and Safety Organization Chart S10.10

This revision updates the organization chart for the University's health and safety offices to reflect current practices. NOTE: This organization chart shows only those offices involved with administering University health and safety functions.

Fire Extinguishers S60.30

This revision updates procedures for departments to request fire extinguishers, extinguisher maintenance, and fire extinguisher training. The updated procedures are applicable to Pullman and non-Pullman locations.

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Procedures and Forms – SPPM Revision Memo 70

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SPPM Revision Memorandum

September 20, 2007

TO:	Manual Users
FROM:	Ralph Jenks, Director
SUBJECT:	Safety Policies and Procedures Manual Revision Letter Number Seventy

This SPPM revision includes the following change:

Biological and Select Agent Safety Policy S80.05

This revision:

Updates the University's Biological and Select Agent Safety Policy;

Adds definitions;

Expands the discussion of department and personnel responsibilities for biological safety; and

Adds an organizational chart to illustrate the primary responsibilities for biosafety in relationship to the current University organizational structure.

The title of this section is changed from Biological Safety Policy.

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SPPM Revision Memorandum

October 8, 2007

TO:	Manual Users
FROM:	Ralph Jenks, Director
SUBJECT:	Safety Policies and Procedures Manual Revision Letter Number Seventy-One

This SPPM revision includes the following changes:

Self Inspection S20.50

This revision updates the responsibilities and procedures for conducting, reporting, and addressing periodic departmental safety self inspections.

The accompanying form, the Safety Inspection Checklist on S20.50.3-12, is updated in compliance with current University safety procedures, as well as state regulations and laws.

Food Safety and Sanitation S70.30

This revision updates the requirements and procedures for food service permits, exceptions, variances, food worker cards, and food worker examinations. The procedures for reporting complaints or emergencies are also updated.

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Procedures and Forms – SPPM Revision Memo 64

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SPPM Revision Memorandum

February 1, 2006

TO:	Manual Users
FROM:	Ralph Jenks, Director
SUBJECT:	Safety Policies and Procedures Manual Revision Letter Number Sixty-Four

This SPPM revision includes the following changes:

Requirements for Passengers and Drivers S35.10

This revision updates the requirements for drivers and passengers and adds specific safety policies and procedures which all drivers must observe when driving University vehicles.

Information concerning van driving requirements and related forms are moved to a new section, S35.14.

Driving University Vans S35.14

This new section provides requirements and safety procedures for all departments, employees, students, and volunteers who operate University-owned, commercially-leased, or -rented vans.

Motor Vehicle Accidents S35.30

The Office of Risk Management reviews all accidents involving University vehicles. Risk Management requests departmental feedback in cases where the review determines that the accident was caused by driver error. This revision adds a discussion of optional departmental actions and circumstances which may lead to such actions.

The title of this section is changed from Reporting Motor Vehicle Accidents.

Managing Motor Vehicle Losses S35.36

This section is moved from the BPPM (section 50.06) to the SPPM.

The list of items included in the glove boxes of University vehicles is expanded.

The Post-Accident Guidelines document is included as a PDF document (S35.36.3) to be printed and provided in all University vehicles.

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Procedures and Forms – SPPM Revision Memo 65

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SPPM Revision Memorandum

April 13, 2006

TO:	Manual Users
FROM:	Ralph Jenks, Director
SUBJECT:	Safety Policies and Procedures Manual Revision Letter Number Sixty-Five

This SPPM revision includes the following changes:

Driving University Vans S35.14

Effective April 17, 2006, all drivers operating large passenger vans on roadways with posted speed limits exceeding 35 mph are required to complete behind-the-wheel driving skills evaluation and certification.

After July 1, 2006, only large passenger van drivers participating in commuter ride share programs will be required to complete driving skills evaluation and certification, since large University passenger vans will no longer be allowed to operate on roadways with posted speed limits exceeding 35 mph.

Space Heaters S60.73

This revision updates the procedures for obtaining purchasing information and recommendations for portable space heaters.

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Procedures and Forms – SPPM Revision Memo 66

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SPPM Revision Memorandum

July 20, 2006

TO:	Manual Users
FROM:	Ralph Jenks, Director
SUBJECT:	Safety Policies and Procedures Manual Revision Letter Number Sixty-Six

This SPPM revision includes the following change:

Drinking Water Systems S70.15

This revision adds an overview of the policies and procedures in the Drinking Water Program developed by the Water Board. The Program has been established to facilitate the planning, operation, sampling, maintenance, and protection of University-owned public drinking water systems and water supply connections. The Water Board is comprised of representatives from Environmental Health and Safety (EH&S), Facilities Operations, the Regional Campuses and Research Units (RCRU), Housing and Dining Services, and Capital Planning and Development.

The name of this section is changed from Drinking Water Quality.

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Procedures and Forms – SPPM Revision Memo 67

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SPPM Revision Memorandum

August 11, 2006

TO:	Manual Users
FROM:	Ralph Jenks, Director
SUBJECT:	Safety Policies and Procedures Manual Revision Letter Number Sixty-Seven

This SPPM revision includes the following changes:

Safety-Toe Footwear S30.50

Central Stores no longer stocks aluminum alloy foot guards. This revision removes the paragraph referring to the discontinued item and updates the contact information for obtaining assistance from Central Stores.

Billing for Emergency Medical Services S60.12

This section is removed from the SPPM.

Flammable/Combustible Liquid Storage S60.20

This revision updates the fire code information and the office responsible for the section.

Reporting Fires and Fire Survival S60.25

This revision updates the fire code information, reporting and contact information for all state University users, and the office responsible for the section.

Exit Routes S60.45

This revision updates the fire code information and the office responsible for the section.

Fire Alarms S60.46

This revision removes an obsolete RCW reference and updates the fire code information and the office responsible for the section.

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Procedures and Forms – SPPM Revision Memo 68

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SPPM Revision Memorandum

October 6, 2006

TO:	Manual Users
FROM:	Ralph Jenks, Director
SUBJECT:	Safety Policies and Procedures Manual Revision Letter Number Sixty-Eight

This SPPM revision includes the following changes:

Drinking Water Systems S70.15

This revision updates the list of non-WSU-owned public water systems.

Identifying Chemical Wastes S70.41

This revision updates the dangerous waste sources information and the toxicity criteria for chemical wastes.

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Procedures and Forms – SPPM Revision Memo 57

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SPPM Revision Memorandum

January 7, 2005

TO:	Manual Users
FROM:	Ralph Jenks, Director
SUBJECT:	Safety Policies and Procedures Manual Revision Letter Number Fifty-Seven

This SPPM revision includes the following changes:

Investigating Accidents S25.25

In addition to investigating all major accidents, EH&S may investigate minor injury accidents and near misses.

Air and Water Pollution Control S70.10

This revision updates the discussion of air and water pollution sources at WSU and the departmental responsibilities for ensuring that all applicable air and water pollution control regulations are met.

Swimming Pools and Spas S70.17

This revision updates the procedures for ensuring that University swimming pools and spas are safe and sanitary.

Pest Control S70.20

This revision updates the discussion of the pest control contractor's responsibilities and Environmental Health and Safety's role in pest control.

Food Sanitation S70.30

This revision updates the requirements and procedures for obtaining food service permits, waivers, food worker cards, and taking food worker exams.

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Procedures and Forms – SPPM Revision Memo 58

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SPPM Revision Memorandum

February 28, 2005

TO:	Manual Users
FROM:	Ralph Jenks, Director
SUBJECT:	Safety Policies and Procedures Manual Revision Letter Number Fifty-Eight

This SPPM revision includes the following changes:

Smoking S70.12

The policy exception for smoking in University buildings no longer applies to residential halls. However, smoking is permitted in private areas of WSU-owned apartment complexes.

Transport and Shipment of Hazardous Materials, Biological Materials, and Dangerous Goods S80.68

This new section requires that University personnel follow applicable laws and regulations when transporting or shipping hazardous materials, biological materials, and/or dangerous goods.

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Procedures and Forms – SPPM Revision Memo 59

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SPPM Revision Memorandum

March 2, 2005

TO:	Manual Users
FROM:	Ralph Jenks, Director
SUBJECT:	Safety Policies and Procedures Manual Revision Letter Number Fifty-Nine

This SPPM revision includes the following changes:

Prevention of Hantavirus Exposure S70.22

This revision:

Adds information sources and procedures concerning trapping, research, and handling of wild rodents,

Updates the cleanup contractor information, and

Updates the procedures for disinfecting contaminated areas and items.

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Procedures and Forms – SPPM Revision Memo 60

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SPPM Revision Memorandum

March 24, 2005

TO:	Manual Users
FROM:	Ralph Jenks, Director
SUBJECT:	Safety Policies and Procedures Manual Revision Letter Number Sixty

This SPPM revision includes the following change:

Chemical Hygiene Plan for Laboratories S80.69

This new section outlines the chemical hygiene plan policy for units working with hazardous chemicals on a nonproduction basis in laboratories. The hygiene plan includes responsibilities, requirements, and definitions.

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Procedures and Forms – SPPM Revision Memo 61

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SPPM Revision Memorandum

June 20, 2005

TO:	Manual Users
FROM:	Ralph Jenks, Director
SUBJECT:	Safety Policies and Procedures Manual Revision Letter Number Sixty-One

This SPPM revision includes the following changes:

Prevention of Hantavirus Exposure S70.22

Pullman departments may purchase services from the University's cleanup contractor. Non-Pullman departments have the option of hiring a local area cleanup contractor in conformance with the University purchased services contracting procedures.

Bird and Bat Waste Exposure Prevention S70.24

This revision updates the procedures for the prevention of exposure to diseases which may be present in bird and bat droppings. The revision also updates the procedures for obtaining cleanup services.

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Procedures and Forms – SPPM Revision Memo 62

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SPPM Revision Memorandum

October 10, 2005

TO:	Manual Users
FROM:	Ralph Jenks, Director
SUBJECT:	Safety Policies and Procedures Manual Revision Letter Number Sixty-Two

This SPPM revision includes the following changes:

Requirements for Passengers and Drivers S35.10

A van driver course completion card is valid for a period of two years.

Evacuation of Persons with Disabilities S60.48

This revision includes the following changes:

Emergency gathering areas are now called areas of refuge.
Areas of refuge are not required for ground floors.
Clarification of procedures for requesting assistance during power outages.

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Procedures and Forms – SPPM Revision Memo 63

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SPPM Revision Memorandum

December 8, 2005

TO:	Manual Users
FROM:	Ralph Jenks, Director
SUBJECT:	Safety Policies and Procedures Manual Revision Letter Number Sixty-Three

This SPPM revision includes the following changes:

Smoking Prohibited S70.12

The name of this section is changed from Smoking.

This revision updates the University smoking policy in accordance with changes to the Washington Clean Air Act, RCW Chapter 70.160, effective December 8, 2005.

Chemical Hazard Communication Program S80.60

This revision updates the responsibilities of the Chemical Hazard Communication Advisor and the department supervisor.

The department is now responsible for maintaining the Material Safety Data Sheet (MSDS) for 30 years after the department ceases to use the chemical.

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Procedures and Forms – SPPM Revision Memo 51

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SPPM Revision Memorandum

January 23, 2004

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Safety Policies and Procedures Manual Revision Letter Number Fifty-One

This SPPM revision includes the following changes:

Eyewashes and Safety Showers S20.45

This revision updates the responsibilities for principal investigators/supervisors and Facilities Operations inspectors.

Public-Access Defibrillators S45.14

This new section provides departmental responsibilities and procedures for the installation and usage of public-access defibrillators.

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Procedures and Forms – SPPM Revision Memo 52

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SPPM Revision Memorandum

March 12, 2004

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Safety Policies and Procedures Manual Revision Letter Number Fifty-Two

This SPPM revision includes the following changes:

Unit Safety Committees and Meetings S20.20

The name of this section is changed from Safety Committees and Meetings.

Safety committees and foreman-crew safety groups assist unit supervisors in conducting safety self-inspections.

Maintenance and Construction Activities in Laboratories S80.77

This new section provides an overview of the safety procedures for maintenance and construction activities conducted in laboratory facilities.

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Procedures and Forms – SPPM Revision Memo 53

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SPPM Revision Memorandum

March 25, 2004

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Safety Policies and Procedures Manual Revision Letter Number Fifty-Three

This SPPM revision includes the following change:

Reporting Accidental Injuries, Occupational Illnesses, and Workplace Violence S25.20

This revision updates the instructions for completing and routing the Incident Report. The Incident Report form, S25.20.8, is also updated.

Departments no longer retain a copy of the Incident Report in the employee's departmental personnel file.

Supervisors indicate the types of first aid or medical treatment administered to ill or injured employees on the updated form.

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Procedures and Forms – SPPM Revision Memo 54

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SPPM Revision Memorandum

May 24, 2004

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Safety Policies and Procedures Manual Revision Letter Number Fifty-Four

The following change applies to each of the sections and forms listed below:

Social security numbers are no longer collected on forms submitted to the Radiation Safety Office. Applicants are to enter a WSU ID number or an alternative identification number, as indicated.

Form: Application to Use Radioactive Materials S90.20.6-11

Form: Application to Use Radiation Machines S90.20.13-14

Personnel Monitoring Devices S90.65

Form: Application for a Personnel Monitoring Device S90.65.6

Form: Radiation Exposure History Release S90.65.7

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Procedures and Forms – SPPM Revision Memo 55

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SPPM Revision Memorandum

August 5, 2004

TO:	Manual Users
FROM:	Ralph Jenks, Director
SUBJECT:	Safety Policies and Procedures Manual Revision Letter Number Fifty-Five

This SPPM revision includes the following changes:

Recycling or Disposal of Chemical Wastes S70.40

Departments are to submit completed Chemical Collection Requests when disposing of batteries and pressurized aerosol containers at approved waste accumulation areas or by EH&S pickup.

The U.S. Drug Enforcement Agency (DEA) is added to the list of federal and state agencies which issue regulations that WSU must follow.

Chemical Hazard Communication Program S80.60

The name of this section is changed from Worker's Right to Know--Hazard Communication.

This program is developed, maintained, and implemented jointly by Environmental Health and Safety (EH&S) and the Maintenance Services for Campus Life division of Housing and Dining Services. This revision outlines the chemical hazard communication policy, including responsibilities and written program requirements.

The Material Safety Data Sheet Request is moved from S80.62 to this section. See S80.60.6.

Hazard Communication--Written Program S80.61
Material Safety Data Sheets (MSDS)--Hazard Communication S80.62
Container Labeling--Hazard Communication S80.63
Employee Training and Information--Hazardous Chemicals S80.64

EH&S has removed these four sections from the SPPM.

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Procedures and Forms – SPPM Revision Memo 56

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SPPM Revision Memorandum

October 25, 2004

TO:	Manual Users
FROM:	Ralph Jenks, Director
SUBJECT:	Safety Policies and Procedures Manual Revision Letter Number Fifty-Six

This SPPM revision includes the following changes:

Requirements for Passengers and Drivers S35.10

A van driver training course completion card is now valid for a period increased from two years to three years or until new van driver training course requirements are announced.

Respiratory Protection Program S80.80

This revision updates University requirements for ensuring respiratory protection.

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Procedures and Forms – SPPM Revision Memo 47

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SPPM Revision Memorandum

February 21, 2003

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Safety Policies and Procedures Manual Revision Letter Number Forty-Seven

This SPPM revision includes the following change:

Requirements for Passengers and Drivers S35.10

This revision makes the following changes to the WSU motor vehicle driver requirements:

The minimum age for any person to drive a WSU motor vehicle is increased to 18 years of age from 16 years of age.

Any person driving a WSU motor vehicle must have at least three years of driving experience.

A WSU driver must possess a van driver course completion card in order to drive any passenger van.

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Procedures and Forms – SPPM Revision Memo 48

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SPPM Revision Memorandum

March 6, 2003

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Safety Policies and Procedures Manual Revision Letter Number Forty-Eight

This SPPM revision includes the following change:

Evacuation of Persons with Disabilities S60.48

This revision updates the requirements and guidelines for evacuating persons with disabilities.

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Procedures and Forms – SPPM Revision Memo 48

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SPPM Revision Memorandum

July 18, 2003

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Safety Policies and Procedures Manual Revision Letter Number Forty-Nine

This SPPM revision includes the following change:

Eyewashes and Safety Showers S20.45

This revision updates the policy requirements and procedures for emergency washing facilities.

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Procedures and Forms – SPPM Revision Memo 50

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SPPM Revision Memorandum

November 20, 2003

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Safety Policies and Procedures Manual Revision Letter Number Fifty

This SPPM revision includes the following change:

Requirements for Passengers and Drivers S35.10

This revision:

Adds requirements for volunteers;

Updates requirements to drive passenger vans;

Reduces the required number of years of driving experience from three to two.

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Procedures and Forms – SPPM Revision Memo 43

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SPPM Revision Memorandum

February 6, 2002

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Safety Policies and Procedures Manual Revision Letter Number Forty-Three

This SPPM revision includes the following changes:

Health, Safety, and Risk Management Offices and Services S10.20

This revision reflects the addition of the Employee Assistance Program. See also BPPM 60.86. Services offered by the WSU Police Department now include workplace violence training and defensive driver training.

Recycling or Disposal of Chemical Wastes S70.40

Environmental Health and Safety has added procedures for the disposal of batteries and aerosol containers.

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Procedures and Forms – SPPM Revision Memo 44

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SPPM Revision Memorandum

March 29, 2002

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Safety Policies and Procedures Manual Revision Letter Number Forty-Four

This SPPM revision includes the following changes:

Chapter S90: Radiation Safety S90.00

The Radiation Safety Office has revised all seventeen sections of the Radiation Safety chapter in the SPPM. This revision includes changes to the following sections:

Radiation Safety Philosophy S90.05
Radiation Safety Responsibility and Authority S90.10
Radiation Safety Courses S90.15
Authorization to Use Radiation Sources S90.20
Radiation Machines S90.25
Acquiring Sources of Ionizing Radiation S90.30
Radiation Signs and Labels S90.50
Laboratory Radiation Safety Practices S90.55
Decontamination Procedures S90.57
Laboratory Survey Program S90.60
Sealed Source Leak Testing Program S90.62
Personnel Monitoring Devices S90.65
Extremity Monitoring S90.66
Bioassays S90.70
Prenatal Radiation Exposure S90.75
Disposal of Radioactive Wastes S90.80
Disposal of Equipment Used with Radioactive Materials S90.81

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Procedures and Forms – SPPM Revision Memo 45

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SPPM Revision Memorandum

July 22, 2002

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Safety Policies and Procedures Manual Revision Letter Number Forty-Five

This SPPM revision includes the following changes:

Using the Safety Policies and Procedures Manual S03.02

Procedures and Forms adds review date information to the page heading if a section has not been updated in over three years and administrators determine that no changes are required.

Safety Bulletin Boards S20.33

This revision updates the list of items which units must post on safety bulletin boards.

Reporting Accidental Injuries, Occupational Illnesses, and Workplace Violence S25.20

This revision updates the instructions for routing the completed Incident Report. In the case of workplace violence incidents, Benefits and Payroll Services routes a copy of the Incident Report to the Director of Human Resource Services.

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Procedures and Forms – SPPM Revision Memo 46

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SPPM Revision Memorandum

October 28, 2002

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Safety Policies and Procedures Manual Revision Letter Number Forty-Six

This SPPM revision includes the following change:

Accident Prevention Responsibility S20.10

Each department is to establish and implement an accident prevention program. Environmental Health and Safety provides accident prevention program templates upon request.

This revision clarifies the accident prevention program responsibilities of various categories of University employees.

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Procedures and Forms – SPPM Revision Memo 38

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SPPM Revision Memorandum

January 5, 2001

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Safety Policies and Procedures Manual Revision Letter Number Thirty-Eight

This SPPM revision includes the following changes:

Form: Application for a Personnel Monitoring Device S90.65.4

The Radiation Safety Office has updated the Application for a Personnel Monitoring Device.

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Procedures and Forms – SPPM Revision Memo 39

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SPPM Revision Memorandum

February 22, 2001

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Safety Policies and Procedures Manual Revision Letter Number Thirty-Nine

This SPPM revision includes the following change:

Form: Incident Report S25.20.7

The title is changed from Accidental Injury and Occupational Illness Report.

The form is updated to allow the reporting of workplace incidents as well as accidental injuries and occupational illnesses.

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Procedures and Forms – SPPM Revision Memo 40

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SPPM Revision Memorandum

June 28, 2001

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Safety Policies and Procedures Manual Revision Letter Number Forty

This SPPM revision includes the following change:

Requirements for Passengers and Drivers S35.10

The departments of Risk Management and Public Safety have made the following changes:

Procedures for granting and receiving authorization to drive WSU vehicles are updated.
Options available to department chairs to minimize recurring accidents are expanded.
Trip driving guidelines now limit actual driving to ten hours and 500 miles per day.
WSU drivers are not to provide rides for any non-official passengers, including family members.

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Procedures and Forms – SPPM Revision Memo 41

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SPPM Revision Memorandum

November 29, 2001

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Safety Policies and Procedures Manual Revision Letter Number Forty-One

This SPPM revision includes the following changes:

Introduction to the Manual S03.01

This update adds a review procedure for sections which have not been revised in over three years.

Using the Manual S03.02

Procedures and Forms has updated the list of additional policy information sources.

Health and Safety Organization Chart S10.10

This revision updates the organization chart for WSU's health and safety offices to reflect current practices. NOTE: This organization chart shows only offices involved with University health and safety.

Job Safety Analysis S20.35

Environmental Health and Safety has removed this section from the SPPM.

Prescription Eyewear Program S30.30

This revision updates the approval, funding, hazard assessment, and purchasing procedures for departments electing to provide prescription safety glasses for employees.

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Procedures and Forms – SPPM Revision Memo 42

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SPPM Revision Memorandum

December 28, 2001

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Safety Policies and Procedures Manual Revision Letter Number Forty-Two

This SPPM revision includes the following changes which are effective January 1, 2002:

Reporting Accidental Injuries, Occupational Illnesses, and Workplace Violence S25.20

Changes in federal regulations require that the University update the procedures and form used for reporting accidental injuries, occupational illnesses, and workplace violence incidents. Use the new form and procedures for incidents occurring on or after January 1, 2002.

To allow for reporting of incidents occurring during 2001, the old procedures and form will be maintained on the SPPM web site for a few months. Refer to S25.20 (2001)and S25.20.7 (2001).

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Procedures and Forms – SPPM Revision Memo 27

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SPPM Revision Memorandum

February 2, 2000

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Safety Policies and Procedures Manual Revision Letter Number Twenty-Seven

This SPPM revision includes the following changes:

Respiratory Protection Program S80.80

This revision describes WSU requirements for ensuring respiratory protection, including written unit respiratory protection programs, employee and supervisor responsibilities, and Environmental Health and Safety (EH&S) responsibilities.

The following sections have been removed from the SPPM:

Departmental Respirator Program Coordinator S80.81,
Standard Operating Procedures for a Respiratory Protection Program S80.82,
Selection of Respirators, Cartridges, and Filters S80.83,
Respirator Qualification, Fitting, Training, Inspection, and Maintenance S80.84,
WSU Steam Tunnels S80.85,
Small Unit Respiratory Protection Program S80.86, and
Recognizing and Evaluating a Respiratory Hazard S80.87

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Procedures and Forms – SPPM Revision Memo 28

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SPPM Revision Memorandum

February 4, 2000

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Safety Policies and Procedures Manual Revision Letter Number Twenty-Eight

This SPPM revision includes the following change:

Prevention of Hantavirus Exposure S70.22

This new section describes hantavirus infection and transmission, and outlines cleanup and control precautions to minimize or eliminate employee exposure to the virus.

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Procedures and Forms – SPPM Revision Memo 29

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SPPM Revision Memorandum

March 16, 2000

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Safety Policies and Procedures Manual Revision Letter Number Twenty-Nine

This SPPM revision includes the following changes:

First Aid Kits S20.40

This revision updates the content requirements for 10-package first aid kits.

Holiday Decorations S60.75

This revision removes the requirement that WSU Fire Services must approve decorative lights.

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Procedures and Forms – SPPM Revision Memo 30

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SPPM Revision Memorandum

March 30, 2000

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Safety Policies and Procedures Manual Revision Letter Number Thirty

This SPPM revision includes the following changes:

Machinery Safeguards S40.20

This revision clarifies the procedures for using safeguards to protect employees from machinery hazards. The procedures for implementing machine controls, reporting hazards, and the requirements for implementing corrections are also updated.

Recycling or Disposal of Chemical Wastes S70.40

Environmental Health and Safety (EH&S) has updated the procedures for managing hazardous chemical wastes to bring the University into compliance with local, state, and federal requirements.

Confined Spaces S80.90

This new section defines confined spaces, access restrictions, and permit requirements. The section also describes departmental responsibilities for confined space management, training, and safety controls.

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Procedures and Forms – SPPM Revision Memo 31

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SPPM Revision Memorandum

May 15, 2000

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Safety Policies and Procedures Manual Revision Letter Number Thirty-One

This SPPM revision includes the following changes:

Identifying Chemical Wastes S70.41

This new section provides procedures for identifying dangerous chemical wastes regulated by the U.S. Environmental Protection Agency and the Washington State Department of Ecology, in order to determine proper waste disposal methods.

Storage of Dangerous Chemical Wastes S70.42

The name of this section has been changed from Storage of Hazardous Chemical Waste Substances.

This revision directs waste generators to contact campus or research station Environmental Health and Safety (EH&S) support personnel for information concerning 90-day accumulation area requirements and assistance with storage of chemical wastes.

Form: Material Safety Data Sheet Request S80.62.3

University Printing and Publications has issued a corrected WSU form number for the Material Safety Data Sheet Request.

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Procedures and Forms – SPPM Revision Memo 32

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SPPM Revision Memorandum

June 26, 2000

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Safety Policies and Procedures Manual Revision Letter Number Thirty-Two

This SPPM revision includes the following changes:

Workers' Compensation S25.27

Benefits and Payroll Services has updated this section to reflect that all employees are now eligible to receive time-loss payments while using accrued sick leave.

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Procedures and Forms – SPPM Revision Memo 33

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SPPM Revision Memorandum

July 21, 2000

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Safety Policies and Procedures Manual Revision Letter Number Thirty-Three

This SPPM revision includes the following changes:

Fire Extinguishers S60.30

This revision updates the procedures for requesting fire extinguishers, extinguisher maintenance, and training.

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Procedures and Forms – SPPM Revision Memo 34

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SPPM Revision Memorandum

July 31, 2000

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Safety Policies and Procedures Manual Revision Letter Number Thirty-Four

This SPPM revision includes the following changes:

Form: Accidental Injury or Occupational Illness Report S25.20.7

Environmental Health and Safety and the Office of Benefits and Payroll Services have added a PDF version of the Accidental Injury and Occupational Illness Report to the online SPPM.

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Procedures and Forms – SPPM Revision Memo 35

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SPPM Revision Memorandum

August 21, 2000

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Safety Policies and Procedures Manual Revision Letter Number Thirty-Five

This SPPM revision includes the following changes:

Reporting Motor Vehicle Accidents S35.30

The Office of Risk Management and Insurance has reorganized the accident reporting procedures and added information about repair estimates. This revision updates the claim information formerly in S35.31 and adds it to this section.

Motor Vehicle Accident Claims S35.31

Risk Management and Insurance has removed this section. See S35.30 for information about accident claims.

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Procedures and Forms – SPPM Revision Memo 36

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SPPM Revision Memorandum

August 25, 2000

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Safety Policies and Procedures Manual Revision Letter Number Thirty-Six

This SPPM revision includes the following changes:

Control of Hazardous Energy Sources S40.25

The name of this section is changed from Locking and Tagging Controls and Switches.

This revision updates the requirements and procedures for controlling or locking out energy sources to prevent employee injuries. Also, Environmental Health and Safety (EH&S) has discontinued the Notification of Lock Removal form.

Chemical Spill Control S70.45

EH&S has made the following changes to this section:

Chemical spill response and clean up procedures now reflect current safety regulations.
The Office of Benefits and Payroll Services coordinates and maintains records for employee medical surveillance.

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Procedures and Forms – SPPM Revision Memo 37

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SPPM Revision Memorandum

December 15, 2000

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Safety Policies and Procedures Manual Revision Letter Number Thirty-Seven

This SPPM revision includes the following changes:

Bird and Bat Waste Exposure Prevention S70.24

This new section provides responsibilities and procedures for the prevention of exposure to diseases which may be present in bird droppings.

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Procedures and Forms – SPPM Revision Memo 21

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SPPM Revision Memorandum

January 28, 1999

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Safety Policies and Procedures Manual Revision Letter Number Twenty-One

Health, Safety, and Risk Management Offices and Services S10.20

This revision reflects additions to the services offered by Environmental Health and Safety (EH&S), Health and Wellness Services, HWS Wellness Programs, Public Safety, and the addition of Counseling Services to the University's health services offerings. This revision updates responsibilities for the Office of Benefits and Payroll Services and the Office of Risk Management.

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Procedures and Forms – SPPM Revision Memo 22

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SPPM Revision Memorandum

April 30, 1999

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Safety Policies and Procedures Manual Revision Letter Number Twenty-Two

This SPPM revision includes the following changes:

General Requirements for Personal Protective Equipment S30.10

This revision describes measures to ensure that employees, students, and visitors are protected from hazards through the use of personal protective equipment. Information concerning eye, head, arm, leg, and hand protection is included.

Eye Protection S30.20,
Head Protection S30.40,
Arm and Leg Protection S30.45,
Hand Protection S30.47, and
Miscellaneous Personal Protective Equipment S30.90

These sections have been eliminated from the SPPM. The information from these sections has been incorporated into S30.10: General Requirements for Personal Protective Equipment.

Indoor Air Quality S80.89

This new section describes reporting, investigating, and safety requirements for indoor air quality problems.

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Procedures and Forms – SPPM Revision Memo 23

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SPPM Revision Memorandum

May 12, 1999

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Safety Policies and Procedures Manual Revision Letter Number Twenty-Three

Bloodborne Pathogens S80.08

This new section provides procedures for management of human body fluids. The described techniques are intended to minimize employee exposure to bloodborne pathogens.

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Procedures and Forms – SPPM Revision Memo 24

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SPPM Revision Memorandum

September 23, 1999

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Safety Policies and Procedures Manual Revision Letter Number Twenty-Four

This SPPM revision includes the following changes:

Safety-Toe Footwear S30.50

This revision describes procedures for obtaining safety-toe footwear for employees. The section also includes measures for ensuring that temporary employees and students either have or are provided with required foot protection.

Ergonomics S80.15

This revision provides general ergonomic information and procedures for offices and industrial areas.

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Procedures and Forms – SPPM Revision Memo 25

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SPPM Revision Memorandum

October 11, 1999

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Safety Policies and Procedures Manual Revision Letter Number Twenty-Five

This SPPM revision includes the following changes:

Flammable/Combustible Liquid Storage S60.20

This revision updates personnel responsibilities and restrictions for storing flammable/combustible liquids in order to comply with Article 79 of the Uniform Fire Code.

Reporting Fires and Fire Survival S60.25

This revision clarifies actions to be taken when reporting a fire and provides procedures for departments to prepare evacuation plans for handicapped employees.

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Procedures and Forms – SPPM Revision Memo 26

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SPPM Revision Memorandum

December 10, 1999

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Safety Policies and Procedures Manual Revision Letter Number Twenty-Six

This SPPM revision includes the following changes:

Working in Cold Environments S30.70

This new section describes the general effects of cold exposure and describes precautions to follow when working in extreme cold and windy environments.

Asbestos Safety S80.30

This revision updates the following safety information:

Asbestos health hazards,
Procedures for handling asbestos-containing materials,
Restrictions for cleanup and handling of asbestos materials,
Warning labels and signs, and
Asbestos safety training.

Lead Safety S80.35

This new section describes lead exposure health hazards, lead handling restrictions, and employee and supervisor responsibilities for minimizing health risks.

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Procedures and Forms – SPPM Revision Memo 18

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SPPM Revision Memorandum

March 16, 1998

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Safety Policies and Procedures Manual Revision Letter Number Eighteen

Disposal of Biohazardous Wastes S80.12

Environmental Health and Safety has changed the procedure for disposing of biohazardous wastes comprised mostly of plastics. University personnel are to add water when disposing such wastes.

Also, an additional pickup location for biohazardous wastes and sharps has been added.

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Procedures and Forms – SPPM Revision Memo 19

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SPPM Revision Memorandum

November 3, 1998

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Safety Policies and Procedures Manual Revision Letter Number Nineteen

Hazardous Chemicals in Laboratories S80.65

This section has been removed at the request of Environmental Health and Safety.

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Procedures and Forms – SPPM Revision Memo 20

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SPPM Revision Memorandum

December 21, 1998

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Safety Policies and Procedures Manual Revision Letter Number Twenty

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Procedures and Forms – SPPM Revision Memo 15

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SPPM Revision Memorandum

October 7, 1997

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Safety Policies and Procedures Manual Revision Letter Number Fifteen

ONLINE MANUALS

With this memorandum, we are announcing the new online Safety Policies and Procedures Manual. We are replacing the old paper and Gopher versions with two more up-to-date online manual formats. To access the new manual, point your WWW browser (e.g., Netscape) to the following location:

http://www.wsu.edu/~forms/manuals.html

You may view a text-only version in HTML (hypertext markup language) or a text and graphics version in PDF (portable document format). Obtain or download Adobe Acrobat Reader to read the PDF version of the SPPM. At our WWW site, we have included a link to facilitate downloading Acrobat Reader. (Adobe does not charge for Acrobat Reader. )

This office will no longer distribute paper manuals or send out paper revisions. If you wish to maintain your existing paper copy, we suggest that you print pages from the online PDF version. The PDF pages look like the existing hard-copy manual pages and include the forms and form samples. If you no longer wish to maintain your paper manual, please return it to the Office of Procedures and Forms at ITB 3089, mail code 1225.

The online manual includes all sections formerly available in the paper manual with the exception of the Subject Index. Use the search functions, tables of contents, and Forms Index to find information and forms.

The new online capability will give us the ability to instantly update sections as required, reducing the lag period between development and distribution of polices and procedures. With online distribution, you will no longer wonder whether you have the most recent pages in your manual.

We feel that using the online manual is relatively easy for those who are already familiar with using WWW browsers. Direct questions to the Office of Procedures and Forms at 335-2005.

For future revisions, we will notify University users of SPPM revisions by issuing e-mail messages on WSU Announcements. To subscribe to WSU Announcements refer to the information at the following WWW location:

http://www.wsu.edu/NIS/Announcements.html.

We will place revision memos online for one year from the date of the revision. Revision memos may be found by locating the "Revision Memos" link on the manuals Policies and Procedures home page at

http://www.wsu.edu/~forms/manuals.html.

REVISION 15

This SPPM revision includes the following changes:

Comprehensive Table of Contents S02.02

This expanded table of contents (prepared in HTML) has been created for the PDF version of the manual to ease section screen-load time.

Introduction to the Manual S03.01

The SPPM introduction has been revised to reflect changes due to the online manual.

Using the Manual S03.02

This section has been revised to reflect changes due to the online manual.

Radiation Signs and Labels S90.50

Current versions of WAC 246-221-290 Appendix A and WAC 246-221-300 Appendix B replace the appendix versions in place at the time of the text revision (5-93). The section text remains the same.

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Procedures and Forms – SPPM Revision Memo 16

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SPPM Revision Memorandum

October 21, 1997

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Safety Policies and Procedures Manual Revision Letter Number Sixteen

Disposal of Biohazardous Wastes S80.12

Environmental Health and Safety has changed procedures for disposing of biohazardous waste in plastics. This revision also updates procedures for the disposal of nonbiohazardous materials.

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Procedures and Forms – SPPM Revision Memo 17

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SPPM Revision Memorandum

December 11, 1997

TO:	Manual Users
FROM:	Ralph Jenks, Manager
SUBJECT:	Safety Policies and Procedures Manual Revision Letter Number Seventeen

This SPPM revision includes the following changes:

Control of Emergency Situations S10.15

This policy authorizes University safety directors to take preventative, investigative, and remedial actions when required by emergency situations.

Billing for Emergency Medical Services S60.12

The WSU Fire Department has updated the rates for emergency medical services.

Air and Water Pollution Control S70.10

The departments of Facilities Operations, Facilities Development, and Environmental Health and Safety (EH&S) are now responsible for University air and water pollution control. EH&S has additional responsibilities for assuring that regulations, monitoring, recordkeeping, and other compliance requirements are met.

Drinking Water Quality S70.15

This revision identifies responsibilities for ensuring the quality of University drinking water and the operation of the water system. This section also includes information for reporting complaints and emergencies.

Swimming pool procedures have been moved to a separate section.

Swimming Pools and Spas S70.17

This new section identifies responsibilities for ensuring safe and sanitary swimming pool and spa facilities. The section also includes information for reporting complaints and emergencies.

Food Sanitation S70.30

EH&S has sole responsibility for enforcing food service sanitation regulations at WSU facilities. EH&S provides routine sanitation inspections and investigations of suspected food-borne illnesses.

This revision also describes the types of available food service permits and food handler cards, application and training procedures, and related fees. Since EH&S no longer uses the Food Service Permit Application (WSU1333), this form has been removed.

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SPPM Revisions 2001

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Safety Policies and Procedures Manual Revisions (2001)

EPM Revision Memos

BPPM Revision Memos

2013 Revisions	2012 Revisions	2011 Revisions	2010 Revisions	2009 Revisions	2008 Revisions
2007 Revisions	2006 Revisions	2005 Revisions	2004 Revisions	2003 Revisions	2002 Revisions
	2000 Revisions	1999 Revisions	1998 Revisions	1997 Revisions

Revision Memo #	Revision Date	Title
42	December 28, 2001	Reporting Accidental Injuries, Occupational Illnesses, and Workplace Violence
41	November 29, 2001	Introduction to the Manual, Using the Manual, Health and Safety Organization Chart, Remove Section S20.35, Prescription Eyewear Program
40	June 28, 2001	Requirements for Passengers and Drivers
39	February 22, 2001	Form: Incident Report
38	January 5, 2001	Form: Application for a Personnel Monitoring Device

SPPM Revisions 2000

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Safety Policies and Procedures Manual Revisions (2000)

EPM Revision Memos

BPPM Revision Memos

2013 Revisions	2012 Revisions	2011 Revisions	2010 Revisions	2009 Revisions	2008 Revisions
2007 Revisions	2006 Revisions	2005 Revisions	2004 Revisions	2003 Revisions	2002 Revisions
	2001 Revisions	1999 Revisions	1998 Revisions	1997 Revisions

Revision Memo #	Revision Date	Title
37	December 15, 2000	Bird and Bat Waste Exposure Prevention
36	August 25, 2000	Control of Hazardous Energy Sources, Chemical Spill Control
35	August 21, 2000	Reporting Motor Vehicle Accidents, Remove Section S35.31
34	July 31, 2000	Form: Accidental Injury or Occupational Illness Report
33	July 21, 2000	Fire Extinguishers
32	June 26, 2000	Workers' Compensation
31	May 15, 2000	Identifying Chemical Wastes, Storage of Dangerous Chemical Wastes, Form: Material Safety Data Sheet Request
30	March 30, 2000	Machinery Safeguards, Recycling or Disposal of Chemical Wastes, Confined Spaces
29	March 16, 2000	First Aid Kits, Holiday Decorations
28	February 4, 2000	Prevention of Hantavirus Exposure
27	February 2, 2000	Respiratory Protection Program, Remove Section S80.81, Remove Section S80.82, Remove Section S80.83, Remove Section S80.84, Remove Section S80.85, Remove Section S80.86, Remove Section S80.87

SPPM Revisions 1999

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Safety Policies and Procedures Manual Revisions (1999)

EPM Revision Memos

BPPM Revision Memos

2013 Revisions	2012 Revisions	2011 Revisions	2010 Revisions	2009 Revisions	2008 Revisions
2007 Revisions	2006 Revisions	2005 Revisions	2004 Revisions	2003 Revisions	2002 Revisions
	2001 Revisions	2000 Revisions	1998 Revisions	1997 Revisions

Revision Memo #	Revision Date	Title
26	December 10, 1999	Working in Cold Environments, Asbestos Safety, Lead Safety
25	October 11, 1999	Flammable/Combustible Liquid Storage, Reporting Fires and Fire Survival
24	September 23, 1999	Safety-Toe Footwear, Ergonomics
23	May 12, 1999	Bloodborne Pathogens
22	April 30, 1999	General Requirements for Personal Protective Equipment, Remove Section S30.20, Remove Section S30.40, Remove Section S30.45, Remove Section S30.47, Remove Section S30.90, Indoor Air Quality
21	January 28, 1999	Health, Safety, and Risk Management Offices and Services

SPPM Revisions 1998

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Safety Policies and Procedures Manual Revisions (1998)

EPM Revision Memos

BPPM Revision Memos

2013 Revisions	2012 Revisions	2011 Revisions	2010 Revisions	2009 Revisions	2008 Revisions
2007 Revisions	2006 Revisions	2005 Revisions	2004 Revisions	2003 Revisions	2002 Revisions
	2001 Revisions	2000 Revisions	1999 Revisions	1997 Revisions

Revision Memo #	Revision Date	Title
20	December 21, 1998	Reporting Bodily Injury Accidents or Occupational Illnesses, Reporting Accidents Involving WSU Drivers and/or Motor Vehicles
19	November 3, 1998	Remove Section S80.65
18	March 16, 1998	Disposal of Biohazardous Wastes

SPPM Revisions 1997

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Safety Policies and Procedures Manual Revisions (1997)

EPM Revision Memos

BPPM Revision Memos

2013 Revisions	2012 Revisions	2011 Revisions	2010 Revisions	2009 Revisions	2008 Revisions
2007 Revisions	2006 Revisions	2005 Revisions	2004 Revisions	2003 Revisions	2002 Revisions
	2001 Revisions	2000 Revisions	1999 Revisions	1998 Revisions

Revision Memo #	Revision Date	Title
17	December 11, 1997	Control of Emergency Situations, Billing for Emergency Medical Services, Air and Water Pollution Control, Drinking Water Quality, Swimming Pools and Spas, Food Sanitation
16	October 21, 1997	Disposal of Biohazardous Wastes
15	October 7, 1997	SPPM Online Manual, Introduction to the Manual, Using the Manual, Radiation Signs and Labels

SPPM Revisions 2006

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Safety Policies and Procedures Manual Revisions (2006)

EPM Revision Memos

BPPM Revision Memos

2013 Revisions	2012 Revisions	2011 Revisions	2010 Revisions	2009 Revisions	2008 Revisions
2007 Revisions	2005 Revisions	2004 Revisions	2003 Revisions	2002 Revisions	2001 Revisions
	2000 Revisions	1999 Revisions	1998 Revisions	1997 Revisions

Revision Memo #	Revision Date	Title
68	October 6, 2006	Drinking Water Systems, Identifying Chemical Wastes
67	August 11, 2006	Safety-Toe Footwear, Remove Section S60.12, Flammable/Combustible Liquid Storage, Reporting Fires and Fire Survival, Exit Routes, Fire Alarms
66	July 20, 2006	Drinking Water Systems
65	April 13, 2006	Driving University Vans, Space Heaters
64	February 1, 2006	Requirements for Passengers and Drivers, Driving University Vans, Motor Vehicle Accidents, Managing Motor Vehicle Losses

SPPM Revisions 2005

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Safety Policies and Procedures Manual Revisions (2005)

EPM Revision Memos

BPPM Revision Memos

2013 Revisions	2012 Revisions	2011 Revisions	2010 Revisions	2009 Revisions	2008 Revisions
2007 Revisions	2006 Revisions	2004 Revisions	2003 Revisions	2002 Revisions	2001 Revisions
	2000 Revisions	1999 Revisions	1998 Revisions	1997 Revisions

Revision Memo #	Revision Date	Title
63	December 8, 2005	Smoking Prohibited, Chemical Hazard Communication Program
62	October 10, 2005	Requirements for Passengers and Drivers, Evacuation of Persons with Disabilities
61	June 20, 2005	Prevention of Hantavirus Exposure, Bird and Bat Waste Exposure Prevention
60	March 24, 2005	Chemical Hygiene Plan for Laboratories
59	March 2, 2005	Prevention of Hantavirus Exposure
58	February 28, 2005	Smoking, Transport and Shipment of Hazardous Materials, Biological Materials, and Dangerous Goods
57	January 7, 2005	Investigating Accidents, Air and Water Pollution Control, Swimming Pools and Spas, Pest Control, Food Sanitation

SPPM Revisions 2004

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Safety Policies and Procedures Manual Revisions (2004)

EPM Revision Memos

BPPM Revision Memos

2013 Revisions	2012 Revisions	2011 Revisions	2010 Revisions	2009 Revisions	2008 Revisions
2007 Revisions	2006 Revisions	2005 Revisions	2003 Revisions	2002 Revisions	2001 Revisions
	2000 Revisions	1999 Revisions	1998 Revisions	1997 Revisions

Revision Memo #	Revision Date	Title
56	October 25, 2004	Requirements for Passengers and Drivers, Respiratory Protection Program
55	August 5, 2004	Recycling or Disposal of Chemical Wastes, Chemical Hazard Communication Program, Remove Section S80.61, Remove Section S80.62, Remove Section S80.63, Remove Section S80.64
54	May 24, 2004	Form: Application to Use Radioactive Materials, Form: Application to Use Radiation Machines, Personnel Monitoring Devices, Form: Application for a Personnel Monitoring Device, Form: Radiation Exposure History Release
53	March 25, 2004	Reporting Accidental Injuries, Occupational Illnesses, and Workplace Violence
52	March 12, 2004	Unit Safety Committees and Meetings, Maintenance and Construction Activities in Laboratories
51	January 23, 2004	Eyewashes and Safety Showers, Public-Access Defibrillators

SPPM Revisions 2003

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Safety Policies and Procedures Manual Revisions (2003)

EPM Revision Memos

BPPM Revision Memos

2013 Revisions	2012 Revisions	2011 Revisions	2010 Revisions	2009 Revisions	2008 Revisions
2007 Revisions	2006 Revisions	2005 Revisions	2004 Revisions	2002 Revisions	2001 Revisions
	2000 Revisions	1999 Revisions	1998 Revisions	1997 Revisions

Revision Memo #	Revision Date	Title
50	November 20, 2003	Requirements for Passengers and Drivers
49	July 18, 2003	Eyewashes and Safety Showers
48	March 6, 2003	Evacuation of Persons with Disabilities
47	February 21, 2003	Requirements for Passengers and Drivers

SPPM Revisions 2002

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Safety Policies and Procedures Manual Revisions (2002)

EPM Revision Memos

BPPM Revision Memos

2013 Revisions	2012 Revisions	2011 Revisions	2010 Revisions	2009 Revisions	2008 Revisions
2007 Revisions	2006 Revisions	2005 Revisions	2004 Revisions	2003 Revisions	2001 Revisions
	2000 Revisions	1999 Revisions	1998 Revisions	1997 Revisions

Revision Memo #	Revision Date	Title
46	October 28, 2002	Accident Prevention Responsibility
45	July 22, 2002	Using the Safety Policies and Procedures Manual, Safety Bulletin Boards, Reporting Accidental Injuries, Occupational Illnesses, and Workplace Violence
44	March 29, 2002	Radiation Safety Philosophy, Radiation Safety Responsibility and Authority, Radiation Safety Courses, Authorization to Use Radiation Sources, Radiation Machines, Acquiring Sources of Ionizing Radiation, Radiation Signs and Labels, Laboratory Radiation Safety Practices, Decontamination Procedures, Laboratory Survey Program, Sealed Source Leak Testing Program, Personnel Monitoring Devices, Extremity Monitoring, Bioassays, Prenatal Radiation Exposure, Disposal of Radioactive Wastes, Disposal of Equipment Used with Radioactive Materials
43	February 6, 2002	Health, Safety, and Risk Management Offices and Services, Recycling or Disposal of Chemical Wastes

SPPM Revisions 2012

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Safety Policies and Procedures Manual Revisions (2012)

EPM Revision Memos

BPPM Revision Memos

2013 Revisions	2011 Revisions	2010 Revisions	2009 Revisions	2008 Revisions	2007 Revisions
2006 Revisions	2005 Revisions	2004 Revisions	2003 Revisions	2002 Revisions	2001 Revisions
	2000 Revisions	1999 Revisions	1998 Revisions	1997 Revisions

Revision Memo #	Revision Date	Title
96	May 7, 2012	Bloodborne Pathogens, Chemical Hygiene Plan for Laboratories
95	February 29, 2012	Food Safety and Sanitation

SPPM Revisions 2011

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Safety Policies and Procedures Manual Revisions (2011)

EPM Revision Memos

BPPM Revision Memos

2013 Revisions	2012 Revisions	2010 Revisions	2009 Revisions	2008 Revisions	2007 Revisions
2006 Revisions	2005 Revisions	2004 Revisions	2003 Revisions	2002 Revisions	2001 Revisions
	2000 Revisions	1999 Revisions	1998 Revisions	1997 Revisions

Revision Memo #	Revision Date	Title
94	December 16, 2011	Forklift Safety
93	November 21, 2011	Pest and Animal Control
92	October 25, 2011	Unit Safety Committees and Meetings
91	June 1, 2011	Reorganization of the Safety Policies and Procedures Manual
90	March 23, 2011	Transport and Shipment of Hazardous Materials and Dangerous Goods
89	March 18, 2011	Return-to-Work Policy, Swimming Pools and Spas, Bird and Bat Waste Exposure Prevention, Food Safety and Sanitation
88	March 8, 2011	Electrical Safety, Trench and Excavation Safety, Chemical Carcinogens in Laboratories, Chemical Carcinogens--Nonlaboratory Locations, Remove Section S80.72, Remove Section S80.73, Remove Section S80.74, Remove Section S80.75, Remove Section S80.76, Confined Spaces
87	January 24, 2011	Remove Section S10.15, First Aid Training, Safety Bulletin Boards, First Aid Kits, Responding to an Injury Incident, Workers' Compensation, Fire Alarms, Remove Section S70.41, Storage of Dangerous Chemical Waste

SPPM Revisions 2010

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Safety Policies and Procedures Manual Revisions (2010)

EPM Revision Memos

BPPM Revision Memos

2013 Revisions	2012 Revisions	2011 Revisions	2009 Revisions	2008 Revisions	2007 Revisions
2006 Revisions	2005 Revisions	2004 Revisions	2003 Revisions	2002 Revisions	2001 Revisions
	2000 Revisions	1999 Revisions	1998 Revisions	1997 Revisions

Revision Memo #	Revision Date	Title
86	September 20, 2010	Reporting Accidental Injuries and Work-Related Illnesses, Holiday Decorations
85	July 27, 2010	Safety-Toe Footwear
84	June 15, 2010	Outdoor Heat Stress
83	April 5, 2010	Eyewashes and Safety Showers, Elevated Work Safety

SPPM Revisions 2009

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Safety Policies and Procedures Manual Revisions (2009)

EPM Revision Memos

BPPM Revision Memos

2013 Revisions	2012 Revisions	2011 Revisions	2010 Revisions	2008 Revisions	2007 Revisions
2006 Revisions	2005 Revisions	2004 Revisions	2003 Revisions	2002 Revisions	2001 Revisions
	2000 Revisions	1999 Revisions	1998 Revisions	1997 Revisions

Revision Memo #	Revision Date	Title
82	December 9, 2009	Public-Access Defibrillators
81	July 14, 2009	Requirements for Driving Vehicles on University Business, Remove Section S35.14, Remove Section S35.36
80	May 19, 2009	Safety Precautions for Office Workers
79	April 1, 2009	Remove Section S45.12, Chemical Hazard Communication Program
78	January 15, 2009	Hazard Notification, Laser Safety

SPPM Revisions 2008

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Safety Policies and Procedures Manual Revisions (2008)

EPM Revision Memos

BPPM Revision Memos

2013 Revisions	2012 Revisions	2011 Revisions	2010 Revisions	2009 Revisions	2007 Revisions
2006 Revisions	2005 Revisions	2004 Revisions	2003 Revisions	2002 Revisions	2001 Revisions
	2000 Revisions	1999 Revisions	1998 Revisions	1997 Revisions

Revision Memo #	Revision Date	Title
77	December 22, 2008	Stormwater Management, Ergonomics, Respiratory Protection Program
76	August 29, 2008	General Requirements for Personal Protective Equipment, Maintenance and Construction Activities in Laboratories
75	June 30, 2008	Using the Safety Policies and Procedures Manual, Requirements for Passengers and Drivers
74	June 12, 2008	Drinking Water Systems
73	April 7, 2008	Forklift Safety
72	January 3, 2008	Reporting Accidental Injuries and Work-Related Illnesses, Investigating Accidents, Prevention of Hantavirus Exposure

SPPM Revisions 2007

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Safety Policies and Procedures Manual Revisions (2007)

EPM Revision Memos

BPPM Revision Memos

2013 Revisions	2012 Revisions	2011 Revisions	2010 Revisions	2009 Revisions	2008 Revisions
2006 Revisions	2005 Revisions	2004 Revisions	2003 Revisions	2002 Revisions	2001 Revisions
	2000 Revisions	1999 Revisions	1998 Revisions	1997 Revisions

Revision Memo #	Revision Date	Title
71	October 8, 2007	Self Inspection, Food Safety and Sanitation
70	September 20, 2007	Biological and Select Agent Safety Policy
69	March 8, 2007	Health and Safety Organization Chart, Fire Extinguishers

BPPM Revisions 2013

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Business Policies and Procedures Manual Revisions (2013)

EPM Revision Memos

SPPM Revision Memos

2012 Revisions	2011 Revisions
2010 Revisions	2009 Revisions	2008 Revisions	2007 Revisions	2006 Revisions	2005 Revisions	2004 Revisions
2003 Revisions	2002 Revisions	2001 Revisions	2000 Revisions	1999 Revisions	1998 Revisions	1997 Revisions

Revision Memo #	Revision Date	Title
423	December 18, 2013	Reporting Federal Lobbying Activity; Gifts In Place; Controlled Substances; Workplace Violence and Bullying; All-University Records Retention Schedules: Safety Records
422	December 6, 2013	Using Dicretionary 17A Accounts; Release of Personnel Records
421	October 21, 2013	Position Action / Position Review Request; Classification and Reclassification
420	October 15, 2013	Transportation; Miscellaneous Travel Expenses; Travel Rates
419	October 3, 2013	Use of Washington State University Name and Trademarks; Copyrighting and Marketing Original Materials; Recordkeeping and Publication Guidelines for Inventors; Invention Ownership and Disclosure; Invention Income Distribution
418	September 27, 2013	Exterior Signage--WSU Pullman; Temporary Signage--WSU Pullman
417	September 25, 2013	Accounts Receivable; Tables: All-University Records Retention Schedule
416	August 12, 2013	Cash Awards to WSU Employees; Travel Expense Voucher
415	July 31, 2013	Form: Gift Accounting Log Sheet
414	July 10, 2013	Recruitment and Selection of Classified Positions; Project Employment--Civil Service; Neighborhood Vehicles; Release of Public Records
413	June 4, 2013	Form: Gift Transmittal and Acknowledgment; Form: Noncash Gift Transmittal and Acknowledgment; Employment Eligibility Verification--USCIS Form I-9; Employing Non-U.S. Citizens
412	May 2, 2013	Withholding Federal Income Tax (W-4 Form); Confirming Purchases and Employee Purchase Reimbursements; Central Stores
411	March 4, 2013	Faculty and Administrative Professional Personnel Leave; Transportation; Rental Cars
410	February 15, 2013	WSU Pullman Departmental Storage; Form: Request for Appointing Authority Delegation; Table: WSU Extension Offices Calendar Year 2013 Holiday Schedule
409	January 29, 2013	Workplace Violence and Bullying; Layoff--Civil Service Employees; Staffing During Suspended Operations or Emergency Closures; Faculty and Administrative Professional Personnel Leave; Relocation Expense Overview; Travel Expense Voucher
408	January 11, 2013	Property Inventory; Remove Section 20.51; Classification and Reclassification; University Travel Charge Card
407	January 3, 2013	Travel Rates; Form: Travel Expense Voucher

EPM Revisions 2013

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Executive Policy Manual Revisions (2013)

BPPM Revision Memos

SPPM Revision Memos

2012 EPM Revisions	2011 EPM Revisions	2010 EPM Revisions	2009 EPM Revisions
2008 EPM Revisions	2007 EPM Revisions	2006 EPM Revisions	2005 EPM Revisions
2004 EPM Revisions	2003 EPM Revisions	2002 EPM Revisions	2001 EPM Revisions

Revision Memo #	Revision Date	Title
53	September 27, 2013	Washington State University Ethics, Conflict of Interest, and Technology Transfer
52	July 23, 2013	Distance Education Policy

SPPM Revisions 2013

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Safety Policies and Procedures Manual Revisions (2013)

EPM Revision Memos

BPPM Revision Memos

2012 Revisions	2011 Revisions	2010 Revisions	2009 Revisions	2008 Revisions	2007 Revisions
2006 Revisions	2005 Revisions	2004 Revisions	2003 Revisions	2002 Revisions	2001 Revisions
	2000 Revisions	1999 Revisions	1998 Revisions	1997 Revisions

Revision Memo #	Revision Date	Title
99	September 24, 2013	Smoking Prohibited
98	September 5, 2013	Remove Section 1.40, Form: Witness/Injured Person Statement 2.26.6, Disposal of Biohazard Wastes 4.24
97	January 22, 2013	Safety Orientation, Maintenance and Construction Activities in Laboratories

Procedures, Records, and Forms – Adobe Acrobat

Posted in:Uncategorized

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Adobe Acrobat Reader

Adobe Acrobat Reader allows Windows and Macintosh users to view and complete automated PDF forms. Go to the Forms Index to see a list of widely-used University forms. The index includes links to all Acrobat (PDF) forms.

Use Adobe Acrobat Reader to view and print the Business Policies and Procedures Manual and the Safety Policies and Procedures Manual in the original text layout formats.

You will need to obtain the latest version of Adobe Acrobat Reader.

To avoid conflicts, delete any previous version of Adobe Acrobat Reader before installing a new version of Reader.

NOTE: The free Reader software does not allow users to save the data entered into form fields. (See Adobe Acrobat Professional below.)

PDF Alternate Access

WSU users who connect to the Internet through non-wsu.edu domains may access the PDF manual sections and forms by selecting:

http://www.wsu.edu/forms2/index.cgi

80.05_Printing_Services.htm

Posted in:SERVICES

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PRINTING POLICY

University departments are to route requests for printing and related production services to the Office of University Publishing. As the designated agent of the Washington State Department of Printing, University Publishing must review and approve all printing requests to ensure compliance with state printing and procurement laws. Department personnel may not send printing requests directly or electronically to print vendors.

Printing and related production services include all University printing, photocopying, typesetting, assembly, and binding.

Service Provider Exceptions

Departments are to route printing policy exception requests to the Director of University Publishing.

Non-Pullman Units

Non-Pullman units which have received written prior approval from University Publishing may send printing requests costing less than $3,000 directly to approved local vendors. Such units are to direct all printing requests exceeding $3,000 to University Publishing. See below.

Employees in Travel Status

Employees in travel status may use purchasing cards or University travel charge cards to purchase University business-related photocopying services. See 70.08 and 95.03.

Marketing Brand Standards

The University's printing policy also includes requirements regarding marketing brand standards and University stationery and business cards.

Integrated Marketing Brand Requirements

University Publishing staff work collaboratively with Marketing and Creative Services to apply the brand standards to print, copy, and web materials.

University personnel are encouraged to contact University Publishing before preparing copy or creating electronic files for publication. University Publishing personnel help to ensure that University brand parameters are applied appropriately. University Publishing personnel also help to select production methods that will produce the best results and save time and money.

University Stationery and Business Cards

In accordance with the University's Graphic Identity Program, Marketing and Creative Services and University Publishing have developed a coordinated system of University stationery. All units are to use the standardized formats to show proper affiliation with the University. There are no exceptions to this requirement.

To maintain a consistent graphic identity, University Publishing produces all stationery and business cards.

Stationery and business card samples and additional information are available from the University Publishing website (see below) or the Graphic Identity Program website at:

http://www.wsu.edu/identity/

PRINTING SERVICES

University Publishing evaluates each submitted job, obtains brand approval, and determines the best production method. In most cases, materials are printed in-house. When necessary to meet job specifications, University Publishing outsources work to commercial vendors, in accordance with state of Washington printing regulations.

University Publishing also provides photocopying services through CougarCopies. See below.

Consultation

The staff at University Publishing assists users in determining the best reproduction methods, anticipated costs, and appropriate preparation of materials to be printed.

University Publishing provides written cost estimates and production scheduling upon request.

PRINTING ORDER PROCEDURES

WSU departments may use IRIs, e-mail, or online processes to submit printing orders to University Publishing.

Departments must provide budget authorization, including appropriate program/budget/ project account information, with each request.

Departments are to enclose samples, layouts, or original copy if available. Alternatively, departments may submit disks or flash drives with the electronic files or use FTP to send electronic files to University Publishing. (See below.)

University Stationery and Business Cards (All Departments)

All departments may place orders for University stationery and business cards with University Publishing using one of the following methods:

Online at the University Publishing website:

http://www.publishing.wsu.edu/

Intercampus mail to University Publishing; mail code 5910; Cooper Publications 40

Walk-in at Cooper Publications Building

Registered Student Organizations

Registered student organizations requesting printing services follow the instructions in 70.18 prior to requesting printing services.

Non-University Entities

The Director of University Publishing follows directives in 30.15 when determining the eligibility of non-University individuals/ organizations to purchase printing services.

Pullman Campus Units

Request Methods

WSU Pullman campus departments may use any of the following methods to submit work orders.

Online Ordering

Place online orders through the University Publishing website at:

http://www.publishing.wsu.edu/

Include the appropriate program/budget/project account information with the request.

Digital File Submission (FTP)

Submit digital files by FTP (file transfer protocol) through the University network. For FTP instructions, go to the University Publishing website at:

http://www.publishing.wsu.edu/

Select Printing Services, and then
Select File Transfer

Walk-in Submission

Walk-in to submit completed work order requests to any University Publishing location, including CougarCopies. See below.

Telephone 335-3559 to request preprinted work order forms for CougarCopies services.

Submission by Campus Mail

Submit completed work order requests or instructions by interdepartmental mail; mail code 5910; Cooper Publications 40.

After-Hours Submission

Submit work orders after-hours by depositing completed work order requests or instructions in the drop box located at the main entrance to Cooper Publications Building on Grimes Way.

Free Pickup and Delivery

CougarCopies picks up new printing and photocopy work orders and delivers completed materials at no extra charge at WSU Pullman. Telephone 335-3559 to request this service.

Non-Pullman Units

Non-Pullman departments are to obtain direction from University Publishing regarding the purchase of printing services. University Publishing either prints the materials in-house or approves local vendors as indicated below.

Jobs Costing More than $3,000

Non-Pullman departments are to direct all printing jobs costing more than $3,000 including freight and sales tax, to University Publishing.

Jobs Costing Less than $3,000

For jobs costing less than $3,000 including freight and sales tax, non-Pullman units may direct the requests to University Publishing for printing in-house or may request that University Publishing approve local printing options.

University Publishing evaluates non-Pullman local printing requests and approves local vendors.

Submitting Work Orders to University Publishing

Non-Pullman departments may use any of the following methods to submit work orders to University Publishing:

Online Ordering

Place online orders through the University Publishing website at:

http://www.publishing.wsu.edu/

Include the appropriate program/budget/project account information with the request.

Digital File Submission (FTP)

Submit digital files by FTP (file transfer protocol) through the University network. For FTP instructions, go to the University Publishing website at:

http://www.publishing.wsu.edu/

Select Printing Services, and then
Select File Transfer

Submission by Campus Mail

Submit completed work order requests or instructions by interdepartmental mail; mail code 5910; Cooper Publications 40, WSU Pullman.

UNIVERSITY COPY CENTERS

CougarCopies is the central University copy center with three locations at the Pullman campus. CougarCopies provides a full range of photocopy and binding services, and assists departments in meeting University brand and copyright requirements. Upon request, CougarCopies provides a file of the approved University logo to University personnel free of charge.

Location and Hours of Operation

CougarCopies has customer service and technical personnel available at all locations to provide assistance as needed. CougarCopies maintains extended hours to accommodate emergency copying needs.

Location Telephone Hours

Compton Union Bldg.80 335-1647 7:30 a.m. to 9:00 p.m., Monday through Friday
9:00 a.m. to 6:00 p.m., Saturday
11:00 a.m. to 5:00 p.m., Sunday

Summer Hours 7:30 a.m. to 5:00 p.m., Monday through Friday

Cooper Publications 40 335-3559 8:00 a.m. to 5:00 p.m., Monday through Friday

Summer Hours 7:30 a.m. to 5:00 p.m., Monday through Friday

Holland and Terrell Libraries 120 335-8480 8:00 a.m. to 5:00 p.m., Monday through Friday

Summer Hours 7:30 a.m. to 5:00 p.m., Monday through Friday

Additional Services

CougarCopies provides the following copier management services to departments as needed:

Evaluation of departmental copying volume,

Recommendation and placement of equipment, and

Coordination of routine maintenance and vendor contact.

Contact CougarCopies for more information; telephone 335-1647; or see the CougarCopies Additional Services website at:

http://publishing.wsu.edu/cougarcopies/Additional_Services.html

See also 70.27.

70.27_Acquiring_a_Photocopier.htm

Posted in:PURCHASING

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COORDINATION

Purchasing Services coordinates photocopier acquisitions for University departments.

PROCEDURE

The requesting department completes the top half of the Photocopier Equipment Request form, including the sections that describe current equipment and usage. See below for completion instructions. This information is necessary for Purchasing Services, University Publishing, and contract vendors to assist the department with a copier acquisition.

Vendors' Proposals

Upon request, Purchasing Services provides approved vendor contact information to departmental personnel by fax or interdepartmental mail.

Departments are to request written vendor proposals which include a "cost per copy" rate based upon the contract term and the monthly volume recorded on the Photocopier Equipment Request. If the department is making an outright purchase, the "cost per copy" calculations are to be based upon a useful life of six years. "Cost per copy" includes all expenses except paper.

The vendor's proposal is to be dated, signed, and on letterhead. The proposal is to include reference to the vendor's specific contract number for pricing, terms, and conditions.

Over 16,000 Copies (WSU Pullman Only)

To initiate the acquisition of a large-volume (over 16,000 copies a month) copier, the WSU Pullman department provides a draft of the completed equipment request form with vendor proposals to University Publishing. University Publishing evaluates the request and provides a written recommendation to the department.

Recommendation Accepted

If the department accepts University Publishing's written recommendation, the department works solely with University Publishing as the service provider. The department does not submit a finalized Photocopier Equipment Request to Purchasing Services.

Recommendation Not Accepted

If the department elects not to accept the University Publishing written recommendation, the department prepares a written justification for declining the recommendation. This written response is to include the department's justification for not utilizing the University's centralized copy services. The department includes a copy of the written justification and the University Publishing recommendation with the acquisition documentation submitted to Purchasing Services.

Documentation Submittal to Purchasing Services

The department prepares the acquisition documentation for submittal to Purchasing Services.

The acquisition request includes the following:

A completed and approved Departmental Requisition for the agreement and a second Departmental Requisition for maintenance if the request is for a purchase or capital lease. See 70.10 for information about the Departmental Requisition.

For a rental contract, submit a single completed and approved Departmental Requisition for the agreement, which includes all maintenance, parts, and supplies, excluding paper. See the sample in the PDF version of 70.27.3.

NOTE: If the agreement replaces a previous contract with another vendor, submit an additional Departmental Requisition to terminate the old vendor contract. See the sample in the PDF version of 70.27.4.

A completed (top and bottom) Photocopier Equipment Request including description and costs of requested equipment.

Justification memorandum referencing all savings.

Written proposals from vendors.

If applicable, the memorandum declining the University Publishing recommendation (WSU Pullman only). Include the written recommendation from University Publishing.

If applicable, a Contractor Fact Sheet, completed by the contractor. See below.

If available, a copy of the Photocopier Equipment Request form which was used to request the present equipment at the location.

Rental/Lease

Contractor Fact Sheet

Each request to lease photocopier equipment must be accompanied by a Contractor Fact Sheet completed by the vendor. Obtain supplies of the form from Purchasing Services or by printing the PDF master on 70.27.10.

Rental

For accounting purposes, a department includes the costs of the photocopier in object 03. The agreement can only be accomplished by a 48-month or less rental contract.

Early Termination Fee

The department is charged a fee of four times the monthly base rate for early termination of a rental contract for reasons other than nonappropriation of funding or vendor default.

Capital Lease

A five-year rental is defined as a capital lease and accounted for in object 06 when the agreement meets any one of the following criteria:

The present value of lease payments is equal to 90 percent or more of the value of the equipment;

The term of the lease extends for 75 percent of the useful life of the equipment (five years);

The lease provides for a "bargain purchase option" at the end of the lease; or

The lease provides for transfer of ownership.

Maintenance and Supplies

Maintenance and supplies are covered as part of a rental contract. However, maintenance and supplies are not part of a lease or purchase contract and are usually covered in a separate agreement. As such, the department is to submit a second Departmental Requisition for the maintenance agreement.

Usually, the maintenance agreement is billed monthly. The agreement usually includes a base rate and cost per copy rate and begins after any applicable warranty expires.

Evaluation

Purchasing Services evaluates the request to ensure conformance with all applicable copier contracts and other state regulations.

If all criteria comply, Purchasing Services consummates the photocopier contract.

Power Source/Ventilation

The department is responsible for determining power and ventilation requirements and verifying that the existing sources are adequate. If the copier volume exceeds 40,000 per month, the department should request an evaluation from the Mechanical Engineering Division of Facilities Operations.

PHOTOCOPIER EQUIPMENT REQUEST

Each University photocopier acquisition must be supported by information recorded on a Photocopier Equipment Request form. Obtain supplies of the form by printing the PDF master on 70.27.9 or completing onscreen and printing.

Completion Instructions

Form sections not explained below are considered self-explanatory. Numbers are keyed to the sample in the PDF version of page 70.27.6.

Present Equipment At This Location (1)

Include requested information regarding current photocopying equipment. Also enter the data collected over the consecutive four months with the highest average of consecutive monthly copy volume within the last year. (See example line "A.")

Separately indicate the number of copy center copies which would be made by the requested photocopier. (See example line "B.")

Cost/Copy

Divide the Total Mo. Costs by the Copies/Month to obtain the Cost/Copy.

NOTE: Enter $.05 in Cost/Copy for any printer, regardless of make or model. (See example line "C.")

Copies Per Month (2)

Enter the average number of copies per month for the highest four-month period.

Run Length (3)

Estimate and enter the average number of originals per job and total copies generated for each category of run length for the average month based upon collected figures. NOTE: The sum of total copies for all categories of run length must equal Copies Per Month.

Percentages (4)

Enter the percentage of total copies per month which apply to each category.

Duplexing

The ability of a copier to print on both sides of the paper.

One-Sided Originals

Copies which are made from one-sided originals.

Two-Sided Originals

Copies which are made from two-sided originals.

Book Copy

Copies made from books which require individual copies of each page.

Collator

Sets of copies organized in order; up to 10 or 20 sets.

Exit or Offset Tray

Exit Tray: Copies stacked in a tray upon output. Offset Tray: Sets are offset from each other upon output.

Stapler

Used with an offset tray to staple sets together.

Copy Center Copies

Copies ordered from and printed by the CougarCopies centers.

Requested Equipment (5)

Provide all available and/or applicable information regarding the desired equipment.

One-Time Costs (6)

Add the one-time costs involved with installation, removal, and any miscellaneous costs to the costs of altering space to accommodate the copier.

Divide the Total One-Time Costs by the Months of Use to determine a monthly figure for one-time costs. This figure is used in the following calculation.

NOTE: Months of Use is the rental/lease period (e.g., 48 months). For purchases this figure is the useful life of the copier (usually five years).

Total Monthly Costs (7)

Add all costs together to determine Total Monthly Costs.

NOTE: Overage Charges are the additional charges for copies not included in the base rate. Usually this is a per copy charge specified in the vendor's agreement.

Monthly Costs Per Copy (8)

Divide the Total Monthly Costs by Copies Per Mo. to calculate Cost Per Copy. Use the Copies Per Month figure entered above under Usage.

Cost Savings or Increase (9)

Subtract the Proposed Equipment Total Monthly Costs from the Present Equipment Total Monthly Costs to calculate the Cost Savings or Cost Increase.

Justification (10)

Include a justification addendum which details the department's photocopier activity and describes the current copier situation. Include any changes (e.g., growth, new responsibilities, etc.) which require equipment upgrade. Provide any additional statistics which support the information submitted on the Photocopier Equipment Request.

Routing

Route originals of the completed Photocopier Equipment Request, justification addenda, the written vendor proposal, appropriate Departmental Requisitions, a Contractor Fact Sheet for rental or lease contracts, and University Publishing documentation and related correspondence, if applicable, to Purchasing Services. See above.

See the PDF master forms:
70.27.9: Photocopier Equipment Request
70.27.10: Contractor Fact Sheet
Complete and print as needed

S&A Fee Guidelines Brochure

Posted in:Uncategorized

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S&A Fee Guidelines Brochure

The Office of Procedures, Records, and Forms publishes the brochure, Spending Your S&A Fee Allocation, for the Services and Activities (S&A) Fee Committee and the Office of Student Involvement. The brochure provides University organizations funded by S&A fees with an overview of the more important rules that apply to S&A fee expenditures.

The online version of the brochure is available in two formats: HTML and PDF.

S&A Fee Guidelines Brochure (HTML version)

The HTML, or text, version quickly displays the pages on your browser. The HTML version contains a link (located under the title) to the PDF version of the brochure.

S&A Fee Guidelines Brochure (PDF version)

The PDF version has been specifically formatted for printing 8 1/2" x 11" pages. (You must have Adobe Acrobat Reader installed on your computer to view PDF pages.)

To obtain booklet-size copies of this brochure or for more information, contact Student Involvement; telephone 335-9667 or go to their website.

S&A_Fee_Guidelines_Brochure.htm

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SERVICES AND ACTIVITIES FEES

December 2010

Prepared By
Office of Procedures, Records, and Forms
Washington State University
Pullman, WA 99164-1225

PDF link

Introduction

Each year, the Services and Activities Fee Committee proposes and the Board of Regents approves program priorities and corresponding budget levels for University organizations funded by services and activities fees (S&A fees). The University collects these fees from students at registration and allocates the funds to budgets either as direct allocations from the Board of Regents or indirectly through other organizations. (See RCW 28B.15.041, 28B.15.044, and 28B.15.045.)

In either case, University personnel are responsible for spending the money in an acceptable and appropriate manner, following state of Washington and Washington State University guidelines.

This document provides an overview of the more important rules that apply to S&A fee expenditures.

General Rules For Spending

There are two major points to remember when spending S&A fees:

S&A fees are collected from students for the express purpose of funding nonacademic student activities and programs.

S&A fees are considered to be public monies of the state of Washington. As such, each purchase from an organization's account must be allowable, authorized, recorded, and appropriately used.

It is not difficult to comply with University and state requirements if the following guidelines are followed:

An organization is to discuss a purchase with the expenditure authority prior to buying the item or service. He or she can describe what is allowable and appropriate or indicate a University office for resolution of questions. See the University's Business Policies and Procedures Manual (BPPM) section 70.02.

Individual students may not unilaterally make purchases. A student may not make a purchase with personal money and seek reimbursement without prior approval.

The proper paperwork, signed in advance, is the vehicle for the purchase.

All University paperwork must be completed and signed by the expenditure authority before the purchase can occur.

Contracts that require in the expenditure of S&A fee monies must be signed by a University official with delegated authority. See BPPM 10.10.

Purchases supported by fees must conform to the organization's approved objectives and expenditure plan.

All expenditures of state of Washington money, including S&A fee money, must be recorded on University forms which are retained for a specified period by the organization's officers. (See "Recordkeeping" below.) An auditor should be able to determine exactly how the organization spent its allocation.

Proper stewardship of the organization's allocated share of S&A fee monies enhances future chances of continued funding by the S&A Fee Committee and the Board of Regents.

Management of S&A Fee Monies

Refer to the following guidelines regarding management of an organization's allocation. For additional questions regarding any aspect of managing S&A fee monies, contact the responsible administrative office, e.g., Business Services/Controller's Office, Office of Purchasing Services, and the Office of Internal Audit.

The guidelines in this document include frequent references to the University's Business Policies and Procedures Manual (BPPM). Access the BPPM online at:

http://public.wsu.edu/~forms/manuals.html

AUTHORIZING EXPENDITURES

Prior Approval

The expenditure authority must authorize each expenditure from an organization's account in writing before the purchase. Usually the expenditure authority shows approval by signing the appropriate University form, e.g., Interdepartmental Requisition and Invoice (IRI), Departmental Requisition.

Expenditure Authority

If the organization is affiliated with the adviser's department, expenditure authorization comes from the adviser's department chair. If the organization is unrelated to the adviser's employing department, expenditure authorization comes from a University administrator who oversees the organization. See BPPM 70.02 to find out how expenditure authority is delegated.

General Approval Criteria

The expenditure authority may approve an expense if:

The item is an allowable and legal purchase. The Office of Purchasing Services is available to answer questions. (See BPPM 70.03.)

There is sufficient money allocated to support the expense.

Purchase of the item conforms to the group's approved objectives and expenditure plan. The group's objectives and expenditures plan should clearly promote and conform to the University's mission and goals.

The purchase is reasonable and prudent.

The purchase does not directly or indirectly result in personal material benefit to any individual.

PURCHASING AND SPENDING

Purchases from University Departments

To purchase goods or services from a University department, the expenditure authority submits an Interdepartmental Requisition and Invoice (IRI) form to the vendor department. (See BPPM 70.05.) Some larger University vendor departments use other methods to process purchases. For example, an organization purchases items from University Stores by accessing the University Stores Ordering website at:

https://webapps.wsu.edu/ais/centralstores/default.aspx

Purchases from Non-University Vendors

The University provides several methods for making purchases from non-University vendors.

The organization may use a Departmental Requisition form for any purchase. (See BPPM 70.10.)

To make a purchase of less than $3500, the organization may use a Department Order form (see BPPM 70.07).

NOTE: In order to make a purchase using a Departmental Requisition or a Department Order, the vendor must accept a WSU Purchase Order. As such, the WSU purchaser should initially verify that the vendor accepts a Purchase Order.

To make a purchase of less than $3500, the organization may use a purchasing card (see BPPM 70.08). In order to use a purchasing card, the purchaser must complete training and follow the procedures in BPPM 70.08.

Refer to BPPM 70.01 for a more comprehensive orientation to University purchasing methods.

Competitive Bidding Requirements

Purchases over $3500 in value are subject to competitive bidding. If Purchasing believes a better price will result, purchases under $3500 may be bid. Purchases exceeding $49,000 must be processed as sealed bids. (See BPPM 70.13.)

Printing

Most University printing jobs must be done by University Publishing. Some jobs originating at non-Pullman WSU locations may be exceptions to this requirement. (See BPPM 80.05.)

Artists, Performers, and Speakers

At WSU Pullman, student organizations must contact the Office of Student Involvement and Leadership Development in CUB 320 at least 30 days in advance of any planned event involving an artist or performer. The Office of Student Involvement and Leadership Development provides the appropriate forms and instructions.

At WSU Tri-Cities, student organizations must contact the Office of Student Affairs and the Office of Finance and Administration at least 30 days in advance of any planned event involving an artist or performer.

At other WSU locations, student organizations must contact the campus student services office well in advance of such an event.

To hire a speaker, organizations must follow the procedures included in BPPM 95.25.

Only delegated WSU officials may sign a WSU contract for the University. (See BPPM 10.10 and 10.11.)

Event/Entertainment Ticket Sales

Organizations may use S&A Fee money to purchase discounted blocks of tickets to events or entertainment events (e.g., concert tickets, ski lift tickets, theater tickets) to be resold to students. The discounted tickets must be sold to WSU students only. Tickets may be sold to faculty, staff, or non-WSU persons at the full retail event price.

Tickets must be safeguarded in the same way as cash per the BPPM cash handling policies. (See BPPM 30.53.)

Be as accurate as possible estimating the number of tickets to purchase. Unsold tickets remain an expense of the organization.

Proceeds of the sales must be deposited as a recovery of expenditure into the account from which the tickets were purchased. Deposits must be made timely in accordance with BPPM cash handling policies. (See BPPM 30.53.)

Travel

An organization must complete and authorize a Travel Authority (TA) before student or employee departure. (See BPPM 95.05.)

Student travel, with minor exceptions, is handled the same as staff and faculty travel. See BPPM Chapter 95 for travel information. Refer to BPPM 95.13 for details regarding student travel.

Salaries and Wages

An organization may use monies for wages if the group has specifically itemized such expenses in the allocation request and received approval from the S&A Fee Committee.

Food

The expenditure authority may authorize the purchase of food in the following situations:

Meals for a student who is on official travel status in accordance with University travel regulations. (See BPPM 95.13.)

Meals or light refreshments for an approved event where food is served hosted by the organization.

Meals for a lecturer or entertainer if food costs are specified in the contract as part of the payment for the performance.

Meals for no more than three students and an advisor who take a speaker/entertainer dining out if the students are involved in the program organization.

Banquet meals for students receiving awards at an award banquet.

Banquet meals for banquet guest speakers.

Banquet meals for individuals required to attend a banquet or who are directly involved in the banquet program.

Light refreshments for consumption at approved student programs in conformance with BPPM 70.31. Light refreshments include nonalcoholic beverages and edible items commonly served between meals, e.g., coffee, soft drinks, doughnuts, sweet rolls, fruit, cheese. (BPPM 70.31)

Meals for meetings in conformance with BPPM 70.31.

The cost of restaurant meals may not exceed rate limits specified in BPPM 95.19.

FUNDRAISING EVENTS AND DONATIONS

Managing Proceeds from an Event

If one WSU organization conducts an event using S&A fee monies and a second WSU organization wishes to provide support for the event from their S&A fee money, the second organization may transfer a portion of their S&A fee money via revenue transfer to the conducting organization. Any remaining balances from the event stay with the conducting organization. Such an arrangement is usually termed a co-sponsorship.

If an event, such as a car wash or bake sale, generates revenue, those proceeds go into the conducting organizationâs account. Usually, accounting for these types of fund raising events is done with an RSO (registered student organization) account and does not involve S&A fee money.

If an approved S&A fee funded event generates revenue, the revenue should be deposited into the S&A fee account.

NOTE: Regarding co-sponsorships, the expenditure plans and annual budget (where applicable) of larger (umbrella) organizations must include planned expenditures on behalf of subsidiary groups. The subsidiary groups must be approved WSU organizations.

Donations from Outside Entities

If an outside entity donates or otherwise provides money to be used for an event, the conducting organization must deposit the donated money into a separate 17A or 17C account. Contact the Controllerâs Office to determine which type of account should be used. If it is determined that a 17A account is appropriate, the deposit must be processed through the WSU Foundation.

This donated money may only be used to support the event. It may be spent for goods, services, and other costs of the event. (See BPPM 70.18 regarding RSO 17C accounts. See BPPM 70.33 regarding discretionary 17A accounts.)

If a separate account is not available, the organization may have the outside entity make the purchase and donate the purchased item or service directly to the organization.

S&A fee monies may not be commingled with other types of funds.

Decorations

An organization may use S&A fee monies to purchase decorations for a banquet, dance, or other approved event, as long as the cost of the decorations is reasonable and the decorations are appropriate for the event.

Door Prizes

An organization may purchase and give away door prizes if the organization charges an entry fee and indicates on all promotional materials that door prizes will be awarded. If an entry fee is not charged, the organization may award door prizes if the value of each prize does not exceed nominal monetary value, i.e., $50.

Individuals who coordinate or assist with an event are not eligible to receive door prizes provided at the event. A member of the sponsoring organization may be eligible to win a door prize if he or she did not coordinate or assist with the event arrangements. The sponsoring organization, with the approval of the adviser, determines such eligibility.

Tracking Fundraising Event Entry Fees

Most organizations use numbered tickets to track monies paid to participate in or to enter fundraising events. The organization records the beginning and ending ticket numbers in a log. The receipts from the event should match the number of tickets sold. The organization must retain the log and any unsold tickets for audit purposes.

Giveaways

Purchasing flowers or cakes to be given away on special occasions, e.g., funerals and birthdays, is prohibited.

Awards

An organization may give away awards such as engraved plaques, trophy cups, and monogrammed clothing if the following criteria are met:

The award must be reasonable under the circumstances and should not have more than nominal monetary value (less than $200), and

The award must be presented for some level of participation or achievement.

ACCOUNTING AND RECORDKEEPING

Each organization is responsible for tracking organization accounts. One tracking option is to create a spreadsheet and keep it updated with expenditures, allocations, and revenues. Another option is to use the filing method described in BPPM 30.06. Organization personnel are to regularly monitor the status of the organization's account by reconciling the spreadsheet or file folders with the online Account Balances/Detail Application. (See BPPM 30.07.)

Overspending

The organization must not overspend S&A fee accounts. The organization must carefully monitor expenditures and allocations. If an overdraft should occur, the organization is to follow the procedures in BPPM 30.21.

Commingling and Combining Funds

The organization must not commingle S&A fee monies with other types of funds. The Controller's Office sets up special accounts for S&A fees. (See BPPM 30.05.)

External Accounts at Non-WSU Banks

Organizations may not establish external accounts with commercial banks. All University groups must keep their funds in University accounts.

Retaining Records

Regarding records retention responsibilities, organizations are to refer to the All-University Records Retention Schedule in BPPM 90.01. This retention schedule lists required minimum retention periods for University records. Contact the Director of Procedures, Records, and Forms with questions about records retention.

PURCHASED PROPERTY AND EQUIPMENT

Purchased property and equipment belong to WSU and the state of Washington. Equipment costing more than $5000 and certain "small and attractive" items costing less than $5000 are inventoried by the Controller's Office.

The Property Inventory Section sends out an inventory tag for each inventoried equipment item. Organizations may inventory and track other items of lesser value by using the Departmental Inventory System. (See BPPM 20.50.)

The University does not loan out equipment for personal use. Under certain circumstances, organizations may rent equipment. (See BPPM 20.35, 20.37, and 20.40.)

Disposing of Equipment

The organization may sell or give purchased property or equipment to another University department or to Surplus Stores. The organization may not give or sell equipment to a private individual or a non-WSU organization.

Surplus Stores handles all off-campus disposals for the University. Organizations must record the movement and disposal of equipment on Inventory Control Report forms and Surplus Property Report forms. (See BPPM 20.50, 20.76, and 20.80.)

Unused Supplies

The organization is responsible for storing any unused supplies in a secure location for use the following year.

FOLLOWING THE RULES

S&A fee monies are to be spent in accordance with approved budget requests. When an organization submits its next request for S&A fees, the S&A Fee Committee considers how the last allocation was managed and spent. A well-documented history of prudent expenditures improves the organization's chances for continued funding.

University personnel who manage and spend S&A fee monies are obligated to follow relevant WSU policies. Personnel should note that University disciplinary processes apply to breaches of University policies. In addition, any breaches of University policies could jeopardize an organization's continued funding from S&A fees.

The records of all University organizations are subject to audit by the University's Internal Auditor and state auditors. (See BPPM 30.12.)

EP34_Distance_Education_Policy.htm

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Distance Education Policy

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POLICY

WSU Global Campus will apply for and manage the University's authorizations to provide credit-bearing educational activities in states other than Washington. WSU Global Campus may choose not to obtain authorization in a state where authorization is not practicable. Each semester, Global Campus shall publish a list of those states.

The following activities may not be conducted in any state other than Washington without prior written assurance by WSU Global Campus that the University is authorized to provide the service in that state:

A course offered for WSU credit delivered to students exclusively digitally outside the physical classroom (digital course). This includes digital courses delivered via Angel, Blackboard, Skype or other services that facilitate digital courses.

Internships, practicums or student teaching.

Direct marketing of WSU digital courses.

Hiring of a faculty member located in that state to teach a digital course.

Digital courses offered through Global Campus do not need written assurance from WSU Global Campus. All digital courses shall be delivered through Global Campus or obtain a waiver from the Vice President of Global Campus prior to delivery.

The Global Campus will inform all students at the point of registration, that students cannot access a digitally delivered course from a state where WSU is not authorized to deliver educational services.

EP33_Responding_to_Allegations_of_Research_Misconduct.htm

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Washington State University
Responding to Allegations of Research Misconduct

PDF link

TABLE OF CONTENTS

Introduction
Definitions

Rights and Responsibilities
General Policies and Principles
Conducting the Inquiry
The Inquiry Report
Conducting the Investigation
The Investigation Report
Requirements for Reporting

University Administrative Actions

Other Considerations
Record Retention

INTRODUCTION
1. General Policy
  
  The research enterprise is built on a foundation of truth, which has allowed society to place a high level of confidence in the conduct of research and the outcomes reported from that research. The trust between science and society will endure only if the scientific community devotes itself to ethical conduct of research. Thus, all members of the Washington State University (University) community share responsibility for promoting and maintaining the principles of academic integrity. The University expects researchers to adhere to the highest ethical standards in the conduct of research activities and is committed to vigorously enforcing those standards. Moreover, good faith complainants are protected from retaliation by the provisions of state law and University policy.
2. Scope
  
  This policy and the associated procedures apply to all institutional members, as defined in this policy, who are engaged in scholarship and research supported by a nonfederal sponsor, unsupported research, and research that is supported by or for which support is requested from a federal agency sponsor, such as the U.S. Public Health Service (PHS), the National Science Foundation (NSF), the U.S. Department of Agriculture (USDA), the U.S. Department of Energy, the U.S. Department of Homeland Security, the National Aeronautics and Space Administration (NASA), or the Department of Defense (DOD). The PHS regulation in 42 CFR Part 93 applies to any research, research-training, or research-related grant or cooperative agreement with PHS.
  
  Scholarship and research includes research, activities related to that research, including research training, any research proposed, performed, reviewed, or reported, or any research record generated from that research, regardless of whether that research has outside funding. This policy does not apply to authorship or collaboration disputes and applies only to allegations of research misconduct that occurred, was published, or was intentionally disseminated within six years of the date the University received the allegation, subject to exceptions established by federal law or policy of a federal sponsor. (42 CFR 93.105(b))
3. Procedural Variations
  
  The policy and associated procedures will normally be followed when an allegation of possible research misconduct (as defined herein) is received by a University official. Particular circumstances in an individual case may dictate variation from the normal procedure deemed in the best interests of the University and the federal sponsor. Change in procedures may include recusal of the Research Integrity Officer (RIO) and/or the Deciding Official (DO) in a given matter and appointment of a temporary RIO and/or DO. Any change from normal procedures also must ensure fair treatment to the subject of the inquiry or investigation. Any significant variation should be approved in advance by the Vice President for Research and Dean of the Graduate School of the University.
DEFINITIONS
1. Allegation means a disclosure of possible research misconduct through any means of communication. The disclosure may be a written or oral statement or other communication to an institutional office or sponsor.
2. Complainant means a person who in good faith makes an allegation of research misconduct.
3. Conflict of interest means the real or apparent interference of one person's interests with their public duty or duty to the University, where potential bias may occur due to prior or existing personal or professional relationships.
4. Deciding official (DO) means the University official who makes final determinations on allegations of research misconduct and any University administrative actions. The DO will not be the same individual as the RIO and should have no direct prior involvement in the University's inquiry, investigation, or allegation assessment. At the University, the DO is the Provost. A DO's appointment of an individual to assess allegations of research misconduct is not considered direct prior involvement.
5. Evidence means any document, tangible item, or testimony offered or obtained during a research misconduct proceeding that tends to prove or disprove the existence of an alleged fact.
6. Fabrication is making up data or results and recording or reporting them.
7. Falsification is manipulating research materials, equipment, or processes, or changing or omitting data or results such that the research is not accurately represented in the research record.
8. Federal sponsor means a federal agency authorized to award grants, contracts, or cooperative agreements or associated applications.
9. Good faith as applied to a complainant or witness means that he or she believes in the truth of his or her allegation or testimony and that a reasonable person in the same position would agree, based on the information known to the complainant or witness at the time. A complainant or witness does not act in good faith if their allegation or cooperation with a research misconduct proceeding is made with knowing or reckless disregard for information that would negate the allegation or testimony.
  
  A committee member acts in good faith if he or she cooperates with the purpose of helping the University meet its responsibilities under this policy, 42 CFR Part 93, and other federal and state law. A committee member does not act in good faith if his or her acts or omissions on the committee are dishonest or influenced by personal, professional, or financial conflicts of interest with those involved in the research misconduct proceeding, or willful ignorance of facts that would disprove the allegation.
10. Inquiry means preliminary information-gathering and preliminary fact-finding to determine if an allegation or apparent instance of research misconduct warrants an investigation.
11. Institutional member or members means a person who is employed by, is an agent of, or is affiliated by contract or agreement with the University. Institutional members may include, but are not limited to, officials, tenured and untenured faculty, teaching and support staff, researchers, research coordinators, clinical technicians, postdoctoral and other fellows, students, volunteers, agents, and contractors, subcontractors, subawardees, and their employees.
12. Investigation means the formal examination and evaluation of all relevant facts to determine if research misconduct has occurred and, if so, to determine the responsible person and the seriousness of the research misconduct.
13. Notice means a written communication served in person, sent by mail or its equivalent to the last known street address, facsimile number, or e-mail address of the addressee.
14. Office of Research Integrity (ORI) means the office to which the United States Department of Health and Human Services (HHS) Secretary has delegated responsibility for addressing research integrity and misconduct issues related to PHS-supported activities.
15. Plagiarism is the appropriation of another person's ideas, processes, results, or words without giving appropriate credit. This includes appropriation of ideas obtained through confidential review of others' research proposals and manuscripts.
16. Preponderance of evidence means proof by information that, when compared with opposing information, leads to the conclusion that the fact at issue is more probably true than not.
17. Research Integrity Officer (RIO) is the University official responsible for:
  1. Assessing allegations of research misconduct to determine when such allegations warrant inquiries;
  2. Overseeing inquiries and investigations; and
  3. Other responsibilities described in the policy.
  At the University, the RIO is the Vice President for Research and Dean of the Graduate School.
18. Research means a systematic experiment, study, evaluation, demonstration or survey designed to develop or contribute to general knowledge (basic research) or specific knowledge (applied research) relating broadly to public health by establishing, discovering, developing, elucidating or confirming information about, or the underlying mechanism relating to, biological causes, functions or effects, diseases, treatments, or related matters to be studied.
19. Research misconduct means misconduct in research and scholarship fabrication or falsification of data, plagiarism, or other serious deviations from accepted practice in proposing, implementing, or reporting on research.
  
  Research misconduct does not include honest error or honest differences in interpretations or judgments of data.
20. Research misconduct proceeding means any actions related to alleged research misconduct taken under this part, including but not limited to, allegation assessments, inquiries, investigations, ORI oversight reviews, hearings, and administrative appeals.
21. Research record means the record of data or results that embody the facts resulting from scientific inquiry, including but not limited to, research proposals, laboratory records, both physical and electronic, progress reports, abstracts, theses, oral presentations, internal reports, journal articles, and any documents and materials provided to a federal sponsor or a University official by a respondent in the course of the research misconduct proceeding.
22. Research sponsor means the agency or organization, if any, that sponsored the research that is the subject of an inquiry or investigation. The research sponsor can be governmental, private, or nonprofit in nature. If no external agency sponsored the work, then the University is considered the research sponsor.
23. Respondent means the person against whom an allegation of research misconduct is directed or who is the subject of a misconduct proceeding. There can be more than one respondent in any misconduct proceeding.
24. Retaliation for the purpose of this part means an adverse action taken against a complainant, witness, or committee member by an institution or one of its members in response to: 1) a good faith allegation of research misconduct; or 2) good faith cooperation with a research misconduct proceeding.
25. Sponsor means any entity, including the University, which supports research through but not limited to gift, grant, contract, cooperative agreement, or budget allocation.
RIGHTS AND RESPONSIBILITIES
1. Research Integrity Officer
  
  The Vice President for Research and Dean of the Graduate School will serve as the RIO who will have primary responsibility for implementation of the University's policies and procedures on research misconduct. The RIO must handle the substantive and procedural requirements of this policy. The RIO can make the determination if the allegation received is governed by a different University policy.
  
  The RIO will appoint the inquiry committee (or individual) and investigation committee and ensure that the necessary and appropriate expertise is secured to carry out a thorough and authoritative evaluation of the relevant evidence in an inquiry or investigation.
  
  The RIO will attempt to ensure that confidentiality is maintained.
  
  The RIO will assist inquiry and investigation committees and all institutional members in complying with these procedures and with applicable standards imposed by law or a sponsor.
  
  The RIO is also responsible for maintaining files of all documents and evidence and for the confidentiality and the security of the files.
  
  If the research is federally funded, the RIO will report to the federal sponsor as required by applicable regulations and keep the federal sponsor apprised of any developments during the course of the inquiry or investigation that may affect current or potential federal funding for the individual(s) under investigation or that the federal sponsor needs to know to ensure appropriate use of federal funds and otherwise protect the public interest. In the case of a nonfederal sponsor of research, where that research is the subject of an inquiry or investigation, the RIO will keep the nonfederal sponsor informed as to the inquiry and investigation as he or she deems appropriate.
2. Complainant
  
  The complainant will have an opportunity to testify before the inquiry and investigation committees, to review portions of the inquiry and investigation reports pertinent to his/her allegations or testimony, to be informed of the results of the inquiry and investigation, and to be protected from retaliation. Also, if the RIO has determined that the complainant may be able to provide pertinent information on any portions of the draft report, these portions will be given to the complainant for comment.
  
  The complainant is responsible for making allegations in good faith, maintaining confidentiality, and cooperating with an inquiry or investigation.
3. Respondent
  
  The respondent is responsible for maintaining confidentiality and cooperating with the conduct of an inquiry and investigation. The respondent is entitled to:
  1. A good faith effort from the RIO to notify the respondent in writing at the time or before beginning an inquiry;
  2. An opportunity to comment on the inquiry report and have his/her comments attached to the report;
  3. Be notified of the outcome of the inquiry, and receive a copy of the inquiry report that includes a copy of the University's and any federal sponsor policies and procedures on research misconduct;
  4. Be notified in writing of the allegations to be investigated within a reasonable time after the determination that an investigation is warranted, but before the investigation begins (within 30 days after the University decides to begin an investigation), and be notified in writing of any new allegations not addressed in the inquiry or in the initial notice of investigation, within a reasonable time after the determination to pursue those allegations;
  5. Be interviewed during the investigation, have the opportunity to correct the recording or transcript, and have the corrected recording or transcript included in the record of the investigation;
  6. Have interviewed during the investigation any witness who has been reasonably identified by the respondent as having information on relevant aspects of the investigation, have the recording or transcript provided to the witness for correction, and have the corrected recording or transcript included in the record of investigation; and
  7. Receive a copy of the draft investigation report and, concurrently, a copy of, or supervised access to the evidence on which the report is based, and be notified that any comments must be submitted within 30 days of the date on which the copy was received and that the comments will be considered by the University and addressed in the final report.
  The respondent should be given the opportunity to admit that research misconduct occurred and that he or she committed the research misconduct. With the advice of the RIO and/or other University officials, the DO may terminate the University's review of an allegation that has been admitted. If the research is sponsored by a federal sponsor, the University's acceptance of the admission and any proposed settlement must be approved by the federal sponsor.
4. Deciding Official (DO)
  
  The DO will receive the inquiry and/or investigation report and any written comments made by the respondent or the complainant on the draft report. The DO will consult with the RIO and/or other University officials and determine whether to conduct an investigation, whether misconduct occurred, whether to impose sanctions, or whether to take other appropriate administrative actions.
GENERAL POLICIES AND PRINCIPLES
1. Responsibility to Report Misconduct
  
  All institutional members should report observed, suspected, or apparent misconduct to the RIO. If an individual is unsure whether a suspected incident falls within the definition of research misconduct, he or she may contact the RIO to discuss the suspected research misconduct informally which may include discussing it anonymously and/or hypothetically. If the circumstances described by the individual do not meet the definition of research misconduct, the RIO will refer the individual or allegation to other offices or officials with responsibility for resolving the problem.
  
  At any time, an institutional member may have confidential discussions and consultations about concerns of possible misconduct with the RIO and will be counseled about appropriate procedures for reporting allegations.
2. Cooperation with Research Misconduct Proceedings
  
  Institutional members will cooperate with the RIO and other University officials in the review of allegations and the conduct of inquiries and investigations. Institutional members have an obligation to provide relevant evidence to the RIO or other University officials.
3. Confidentiality
  
  Disclosure of the identity of respondents and complainants in research misconduct proceedings is limited, to the extent possible, to those who need to know, consistent with a thorough, competent, objective, and fair research misconduct proceeding, and as allowed by law. Provided, however, that the University must disclose the identity of respondents and complainants to the applicable federal sponsor, pursuant to the sponsor's review of research misconduct proceedings
  
  Except as may otherwise be prescribed by applicable law, confidentiality must be maintained for any records or evidence from which research subjects might be identified. Disclosure is limited to those who have a need to know to carry out a research misconduct proceeding.
  
  The RIO should use written confidentiality agreements or other mechanisms to ensure that the recipient does not make any further disclosure of identifying information.
4. Protecting the Complainants, Witnesses, and Committee Members
  
  The RIO will monitor the treatment of individuals who bring allegations of misconduct or of inadequate University response to those allegations, and those who cooperate in inquiries or investigations. The RIO will ensure that these individuals will not be retaliated against in the terms and conditions of their employment or other status at the University and will review instances of alleged retaliation for appropriate action.
  
  The University will protect the privacy of those who report misconduct in good faith to the maximum extent possible. The University is required to undertake diligent efforts to protect the positions and reputations of those individuals who, in good faith, make allegations.
  
  Institutional members may not retaliate in any way against complainants, witnesses, or committee members. Institutional members should immediately report any alleged or apparent retaliation against complainants, witnesses, or committee members to the RIO, who shall review the matter and, as necessary, make all reasonable and practical efforts to counter any potential or actual retaliation and protect and restore the position and reputation of the person against whom the retaliation is directed.
5. Protecting the Respondent
  
  As requested and as appropriate, the RIO and other University officials shall make all reasonable and practical efforts to protect or restore the reputation of persons alleged to have engaged in research misconduct, but against whom no finding of research misconduct is made.
  
  During the research misconduct proceeding, the RIO is responsible for ensuring that respondents receive all the notices. Inquiries and investigations will be conducted in a manner that will ensure fair treatment to the respondent(s) in the inquiry or investigation and confidentiality to the extent possible without compromising public health and safety or thoroughly carrying out the inquiry or investigation.
  
  Respondents may consult with legal counsel or a nonlawyer personal adviser (who is not a principal or witness in the case) to seek advice and may bring the counsel or personal adviser to interviews or meetings on the case.
CONDUCTING THE INQUIRY
1. Assessment of Allegations
  
  Upon receiving an allegation of research misconduct, the RIO will immediately assess the allegation to determine if there is sufficient evidence to warrant an inquiry, if there is a federal sponsor, and if the allegation falls under the definition of research misconduct.
  
  The assessment period should be brief, preferably concluded within a week. In conducting the assessment, the RIO need not interview the complainant, respondent, or other witnesses, or gather data beyond any that may have been submitted with the allegation, except as necessary to determine whether the allegation is sufficiently credible and specific so that potential evidence of research misconduct may be identified.
2. Initiation and Purpose of the Inquiry
  
  If the RIO determines the allegation falls within the definition of research misconduct and is sufficiently credible and specific so that potential evidence of research misconduct may be identified, he or she will immediately initiate the inquiry process. The purpose of the inquiry is to conduct an initial review of the available evidence to determine whether to conduct an investigation. An inquiry does not require a full review of all the evidence related to the allegation.
3. Sequestration of Research Records
  
  On or before the date on which the respondent is notified, or the inquiry begins, whichever is earlier, the RIO must promptly take all reasonable and practical steps to obtain custody of all the research records and evidence needed to conduct the research misconduct proceeding, inventory the records and evidence, and sequester them in a secure manner; where the research records or evidence encompass scientific instruments shared by a number of users, custody may be limited to copies of the data or evidence on such instruments, so long as those copies are substantially equivalent to the evidentiary value of the instruments.
4. Notice to Respondent
  
  At the time of, or before beginning an inquiry, the RIO must make a good faith effort to notify the respondent in writing, if the respondent is known. If the inquiry subsequently identifies additional respondents, the RIO must notify them.
5. Appointment of the Inquiry Committee
  
  The RIO will consult with other University officials as appropriate and will appoint an inquiry committee and committee chair as soon after the initiation of the inquiry as is practical. The inquiry committee should consist of individuals who do not have real or apparent conflicts of interest in the case, are unbiased, and have the necessary expertise to evaluate the evidence and issues related to the allegation, interview the principals and witnesses, and conduct the inquiry.
  
  The RIO has the discretion to individually perform the inquiry. If the RIO performs the inquiry individually, he or she is responsible for all duties of the Inquiry Committee as set forth in this policy.
  
  The RIO will notify the respondent of the proposed committee membership within ten calendar days. If the respondent submits a written objection to any appointed member of the inquiry committee or expert based on bias or conflict of interest within five business days, the RIO will determine if the challenged member or expert should be replaced with a qualified substitute.
6. Charge to the Committee and the First Meeting
  
  The RIO will prepare a charge for the inquiry committee that describes: 1) the allegations and any related issues identified during the allegation assessment; 2) that the purpose of the inquiry is to conduct an initial review of the evidence, including the testimony of the respondent, complainant, and key witnesses to determine if an investigation is warranted; 3) that an investigation is warranted if there is a reasonable basis for concluding that the allegation falls within the definition of research misconduct and preliminary information gathering and preliminary fact finding from the inquiry indicates that the allegation may have substance. The purpose is not to determine whether research misconduct definitely occurred or who was responsible.
  
  At the committee's first meeting, the RIO will: 1) review the charge with the committee, 2) discuss the allegations and any related issues, 3) review the appropriate procedures for conducting the inquiry, 4) assist the committee with organizing plans for the inquiry, and 5) answer any questions raised by the committee. The RIO and University counsel will be present or available throughout the inquiry to advise the committee as needed.
7. Inquiry Process
  
  The inquiry committee will normally interview the complainant, the respondent, and key witnesses, as well as examine relevant research records and materials. Then the inquiry committee will evaluate the evidence and testimony obtained during the inquiry. After consultation with the RIO and University counsel, the committee members will decide if there is sufficient evidence of possible research misconduct to recommend further investigation. The scope of the inquiry does not include deciding if misconduct occurred or conducting exhaustive interviews and analyses.
8. Time for Completion
  
  The inquiry, including preparation of the final inquiry report and the decision of the DO on whether an investigation is warranted, must be completed within 60 calendar days of the first meeting with the inquiry committee, unless the RIO determines that circumstances clearly warrant a longer period. If the RIO approves an extension, the inquiry record must include documentation of the reasons for exceeding the 60 calendar days. The RIO must notify the respondent of any extensions.
THE INQUIRY REPORT
1. Elements of the Inquiry Report
  
  A written inquiry report must be prepared that states:
  1. Name and position of the respondent;
  2. Names and titles of the committee members and experts, if any;
  3. Description of the allegations of research misconduct;
  4. Federal sponsor support, which should include grant numbers, grant applications, contracts, and publications listing federal support;
  5. List of publications based upon the research which is the subject of the allegations;
  6. Summary of the inquiry process; a list of research records reviewed; summaries of any interviews; a description of the evidence in sufficient detail to demonstrate whether an investigation is warranted;
  7. Committee's determination and recommendation whether an investigation is warranted;
  8. Whether any other actions should be taken if an investigation is not recommended; and
  9. Comments on the report by the respondent or complainant.
  University counsel will review the report for legal sufficiency.
  
  In accordance with 42 CFR 93.318, institutions must notify any federal sponsor, as relevant, of any special circumstances that may exist.
2. Comments on the Draft Report by the Respondent and the Complainant
  
  The RIO will provide the respondent with a copy of the draft inquiry report for comment and may provide the complainant with relevant portions of the draft inquiry report that address the complainant's role in the inquiry.
  1. Confidentiality
    
    The RIO may establish reasonable conditions for review to protect the confidentiality of the draft report.
  2. Receipt of Comments
    
    Within 14 calendar days of their receipt of the draft report, the respondent and complainant may provide their comments, to the inquiry committee. Any comments that are submitted by the respondent or complainant will be attached to the final inquiry report. Based on the comments, the inquiry committee may revise the report as appropriate.
3. Inquiry Decision and Notification.
  1. Decision by DO
    
    The RIO will transmit the final report and any comments to the DO, who will determine in writing whether findings from the inquiry provide sufficient evidence of possible research misconduct to justify conducting an investigation.
  2. Notification Respondent and Complainant
    
    The RIO will notify both the respondent and the complainant in writing of the DO's decision to proceed or not to proceed to an investigation and will remind them of their obligation to cooperate in the event an investigation is opened. The RIO will also notify all appropriate University officials of the DO's decision.
  3. Notification to Federal Sponsor
    
    Within 30 calendar days of the DO decision that an investigation is warranted, the RIO must provide the federal sponsor with the written DO decision and a copy of the inquiry report.
    
    The RIO must provide the following information to the federal sponsor on request:
    1. University policies and procedures under which the inquiry was conducted;
    2. Research records and evidence reviewed, transcripts or recordings of any interviews, and copies of all relevant documents; and
    3. The charges for the investigation to consider.
  4. Documentation and Decision Not to Investigate
    
    If the DO decides that an investigation is not warranted, the RIO shall secure and maintain for seven years after the termination of the inquiry sufficiently detailed documentation of the inquiry to permit a later assessment by the federal sponsor of the reasons why an investigation was not conducted. These documents must be provided to the federal sponsor or other authorized HHS personnel upon request.
CONDUCTING THE INVESTIGATION
1. Initiation and Purpose
  
  The investigation must begin within 30 calendar days after the determination by the DO that an investigation is warranted. The purpose of the investigation is to explore in detail the allegations, to examine the evidence in depth, and to determine specifically if misconduct has been committed, by whom, and to what extent. The investigation will also determine if there are additional instances of possible misconduct that would justify broadening the scope beyond the initial allegations. This is particularly important where the alleged misconduct involves clinical trials or potential harm to human subjects or the general public, or if it affects research that forms the basis for public policy, clinical practice, or public health practice. The findings of the investigation will be set forth in an investigation report.
2. Burden of Proof
  
  The following evidentiary standards apply to the findings made in an investigation of research misconduct.
  1. Standard of proof.
    
    The finding of research misconduct must be proved by a preponderance of the evidence.
  2. Burden of proof.
    1. The University has the burden of proof for making a finding of research misconduct. The destruction, absence of, or respondent's failure to provide research records adequately documenting the questioned research is evidence of research misconduct where the University establishes by a preponderance of the evidence that the respondent intentionally, knowingly, or recklessly had research records and destroyed them, had the opportunity to maintain the records but did not do so, or maintained the records and failed to produce them in a timely manner and that the respondent's conduct constitutes a significant departure from accepted practices of the relevant research community.
    2. The respondent has the burden of going forward with and the burden of proving, by a preponderance of the evidence, any and all affirmative defenses raised. In determining whether the University has carried the burden of proof imposed by this part, the finder of fact shall give due consideration to admissible, credible evidence of honest error or difference of opinion presented by the respondent.
    3. The respondent has the burden of going forward with and proving by a preponderance of the evidence any mitigating factors that are relevant to a decision to impose sanctions following a research misconduct proceeding.
3. Notice to the Respondent
  
  The RIO will notify the respondent in writing of the allegations within a reasonable amount of time after determining that an investigation is warranted, but before the investigation begins. The RIO must give the respondent written notice of any new allegations of research misconduct within a reasonable amount of time of deciding to pursue allegations not addressed during the inquiry or in the initial notice of investigation. University counsel must review each notice before it is sent to the respondent.
4. Sequestration of the Research Records
  
  The RIO will immediately sequester any additional pertinent research records that were not previously sequestered during the inquiry. This sequestration should occur before, or at the time, the respondent is notified that an investigation has begun. The need for additional sequestration of records may occur for any number of reasons, including the University's decision to investigate additional allegations not considered during the inquiry stage or the identification of records during the inquiry process that had not been previously secured. The procedures to be followed for sequestration during the investigation are the same procedures that apply during the inquiry.
5. Appointment of the Investigation Committee
  
  The RIO, in consultation with other University officials as appropriate, will appoint an investigation committee and the committee chair within ten calendar days of the notification to the respondent that an investigation is planned or as soon thereafter as practicable. The investigation committee should consist of at least three individuals who do not have real or apparent conflicts of interest in the case, are unbiased, and have the necessary expertise to evaluate the evidence and issues related to the allegations, interview the principals and key witnesses, and conduct the investigation. Individuals appointed to the investigation committee may also have served on the inquiry committee.
  
  The RIO will notify the respondent of the proposed committee membership within ten calendar days. If the respondent submits a written objection to any appointed member of the investigations committee or expert based on bias or conflict of interest within five business days, the RIO will determine if the challenged member or expert should be replaced with a qualified substitute.
6. Charge to the Committee and the First Meeting
  1. Charge to the Committee
    
    The RIO will define the subject matter of the investigation in a written charge to the committee that describes the allegations and related issues identified during the inquiry, define research misconduct, and identifies the respondent. The charge will state that the committee is to evaluate the evidence and testimony of the respondent, complainant, and key witnesses to determine if, based on a preponderance of the evidence, research misconduct occurred and, if so, to what extent, who was responsible, and its seriousness.
    
    The RIO informs the committee that in order to determine that the respondent committed research misconduct it must find that a preponderance of the evidence establishes that:
    1. Research misconduct, as defined in this policy, occurred (respondent has the burden of proving by a preponderance of the evidence any affirmative defenses raised, including honest error or a difference of opinion);
    2. The research misconduct is a significant departure from accepted practices of the relevant research community; and
    3. The respondent committed the research misconduct intentionally, knowingly, or recklessly.
    During the investigation, if additional information becomes available that substantially changes the subject matter of the investigation or suggest additional respondents, the committee will notify the RIO, who will determine if it is necessary to notify the respondent of the new subject matter or to provide notice to additional respondents.
  2. The First Meeting
    
    The RIO, with the assistance of University counsel, will convene the first meeting of the investigation committee to review the charge, the inquiry report, and the prescribed procedures and standards for conducting the investigation, including the necessity for confidentiality and for developing a specific investigation plan. The investigation committee will be provided with a copy of this policy and, if a federal sponsor funding is involved, the federal sponsor regulation.
7. Investigation Process
  
  The committee will interview each respondent, complainant, and any other available person who has been reasonably identified as having information regarding any relevant aspects of the investigation, including witnesses identified by the respondent. The committee will record (either video or voice) and/or transcribe each interview, provide the recording or transcript to the interviewee for correction, and include the recording or transcript in the record of the investigation.
  
  The committee will pursue diligently all significant issues and leads discovered that are determined relevant to the investigation, including any evidence of additional instances of possible research misconduct, and continue the investigation to completion.
  
  The committee will use diligent efforts to ensure the investigation is thorough and sufficiently documented. The investigation will normally involve examination of all documentation including, but not necessarily limited to, relevant research records, computer files, proposals, manuscripts, publications, correspondence, memoranda, and notes of telephone calls.
8. Time for Completion
  
  The investigation is to be completed within 120 days of beginning it, including conducting the investigation, preparing the report of findings, providing the draft report for comment, and sending the final report to the federal sponsor. However, if the RIO determines that the investigation will not be completed within this 120-day period or the time period established by the relevant research sponsor, he or she will submit to the federal sponsor or relevant research sponsor, a written request for an extension, setting forth the reasons for the delay.
THE INVESTIGATION REPORT
1. Elements of the Investigation Report
  
  The final report submitted must include the following:
  1. Description of the nature of the allegations of research misconduct;
  2. Description of funding, which may include federal sponsorship, of the research at issue. This should include any grant numbers, grant applications, contracts and publications;
  3. Specific allegations of research misconduct considered;
  4. Policies and procedures of the misconduct proceeding;
  5. Description of research records and evidence, which should identify and summarize those research records and evidence taken into custody and state whether the evidence or testimony was considered in reaching the findings and conclusions;
  6. Statement of findings, which should identify each separate allegation of research misconduct identified during the investigation, provide a finding to each stating whether the allegation did or did not occur, and if so, identify whether the misconduct was falsification, fabrication or plagiarism, and if it was intentional, knowing, or in reckless disregard;
  7. Identify whether any publications need correction or retraction;
  8. Identify any person responsible for the misconduct;
  9. List any current support or known applications or proposals for support that the respondent has pending; and
  10. Include the actual text or an accurate summary of the views of any individual(s) found to have engaged in misconduct as well as a description of any sanctions imposed and administrative actions taken by the University.
  When appropriate, the report may include recommendations to the DO.
2. Comments on the Draft Report
  1. Respondent
    
    The RIO will provide the respondent with the draft investigation report for comment. In addition, the respondent will be given notice that he or she may have supervised access to the evidence on which the report is based. The respondent will be allowed 30 calendar days to review and comment on the draft report. The respondent's comments will be attached to the final report. The findings of the final report should take into account the respondent's comments, as appropriate, in addition to all the other evidence.
  2. Complainant
    
    The RIO may provide the complainant, with those portions of the draft investigation report that address the complainant's role and opinions in the investigation. The report should be modified, as appropriate, based on the complainant's comments.
  3. University Counsel
    
    The draft investigation report will be transmitted to University counsel for a review of its legal sufficiency. Comments should be incorporated into the report as appropriate.
  4. Confidentiality
    
    In distributing the draft report, or portions thereof, to the respondent and complainant, the RIO will inform the recipient of the confidentiality under which the draft report is made available and may establish reasonable conditions to ensure such confidentiality. For example, the RIO may request the recipient to sign a confidentiality statement or to come to his or her office to review the report.
3. University Review and Decision
  
  The RIO will assist the investigation committee in finalizing the draft investigation report, including ensuring that the respondent's [Option: and complainant's] comments are included and considered, and transmit the final investigation report to the DO, who will determine based on the preponderance of the evidence in writing:
  1. Whether the University accepts the investigation report, its findings, and the recommended University action; and
  2. The appropriate University action in response to the accepted findings of research misconduct.
  If this determination varies from the findings of the investigation committee, the DO will, as part of his/her written determination, explain in detail the basis for rendering a decision different from the findings of the investigation committee. Alternatively, the DO may return the report to the investigation committee with a request for further fact-finding or analysis.
  
  When a final decision on the case has been reached, the RIO will notify both the respondent and the complainant in writing. In addition, the DO will determine if law enforcement agencies, professional societies, professional licensing boards, editors of journals in which falsified reports may have been published, collaborators of the respondent in the work, or other relevant parties should be notified of the outcome of the case. The RIO is responsible for ensuring compliance with all notification requirements of funding or sponsoring agencies.
REQUIREMENTS FOR REPORTING
1. A University decision to initiate an investigation must be reported in writing to the federal sponsor, on or before the date the investigation begins. At a minimum, the notification should include the name of the person(s) against whom the allegations have been made, the general nature of the allegation as it relates to the federal sponsor's definition of research misconduct, and the federal sponsor applications or grant number(s) involved. The federal sponsor must also be notified of the final outcome of the investigation and must be provided with a copy of the investigation report. Any significant variations from the provisions of the University policies and procedures should be explained in any reports submitted to the federal sponsor.
2. If the University plans to terminate an inquiry or investigation for any reason without completing all relevant requirements of the federal sponsor's regulation, the RIO will submit a report of the planned termination to the federal sponsor, including a description of the reasons for the proposed termination.
3. If the University determines that it will not be able to complete the investigation in 120 calendar days, the RIO will submit to the federal sponsor a written request for an extension that explains the delay, reports on the progress to date, estimates the date of completion of the report, and describes other necessary steps to be taken. If the request is granted, the RIO will file periodic progress reports as requested by the federal sponsor
4. When federal sponsor funding or applications for funding are involved and an admission of research misconduct is made, the RIO will contact the federal sponsor for consultation and advice. Normally, the individual making the admission will be asked to sign a statement attesting to the occurrence and extent of misconduct. When the case involves federal sponsor funds, the University cannot accept an admission of research misconduct as a basis for closing a case or not undertaking an investigation without prior approval from the federal sponsor.
5. The RIO will notify the federal sponsor at any stage of the inquiry or investigation if:
  1. There is an immediate health hazard involved;
  2. There is an immediate need to protect federal funds or equipment;
  3. There is an immediate need to protect the interests of the person(s) making the allegations or of the individual(s) who is the subject of the allegations, as well as his/her co-investigators and associates, if any;
  4. It is probable that the alleged incident is going to be reported publicly; or
  5. The allegation involves a public health sensitive issue, e.g., a clinical trial; or
  6. There is a reasonable indication of possible criminal violation. In this instance, the University must inform the federal sponsor within 24 hours of obtaining that information.
UNIVERSITY ADMINISTRATIVE ACTIONS
The University will take appropriate administrative actions against individuals when an allegation of misconduct has been substantiated. If the DO determines that the alleged misconduct is substantiated by the findings, he or she will decide on the appropriate actions to be taken, after consultation with the RIO. The actions may include:
1. Withdrawal or correction of all pending or published abstracts and papers emanating from the research where research misconduct was found;
2. Removal of the responsible person from the particular project, letter of reprimand, special monitoring of future work, probation, suspension, salary reduction, or initiation of steps leading to possible rank reduction or termination of employment;
3. Restitution of funds as appropriate; and/or
4. Other action appropriate to the research misconduct.
OTHER CONSIDERATIONS
1. Termination or Resignation Prior to Completing Inquiry or Investigation
  
  The termination of the respondent's University employment, by resignation or otherwise, before or after an allegation of possible research misconduct has been reported, will not preclude or terminate the misconduct procedures.
  
  If the respondent, without admitting to the misconduct, elects to resign his or her position prior to the initiation of an inquiry, but after an allegation has been reported, or during an inquiry or investigation, the inquiry or investigation will proceed. If the respondent refuses to participate in the process after resignation, the committee will use its best efforts to reach a conclusion concerning the allegations, noting in its report the respondent's failure to cooperate and its effect on the committee's review of all the evidence.
2. Restoration of the Respondent's Reputation
  
  If the University finds no misconduct and the federal sponsor, if any, concurs, at the request of the respondent, the RIO will undertake reasonable efforts to restore the respondent's reputation. Depending on the particular circumstances, the RIO should consider notifying those individuals aware of or involved in the investigation of the final outcome, publicizing the final outcome in forums in which the allegation of research misconduct was previously publicized, or expunging all reference to the research misconduct allegation from the respondent's personnel file. Any University action to restore the respondent's reputation must first be approved by the DO.
3. Protection of the Complainant and Others
  
  Regardless of whether the University or the federal sponsor determines that research misconduct occurred, the RIO will undertake reasonable efforts to protect complainants who made allegations of research misconduct in good faith and others who cooperate in good faith with the research misconduct proceedings. Upon completion of an investigation, the DO will determine, after consulting with the complainant if appropriate what steps, if any, are needed to restore the position or reputation of the complainant. The RIO is responsible for implementing any steps the DO approves.
4. Allegations Not Made in Good Faith
  
  If relevant, the DO will determine if the complainant's allegations of research misconduct were made in good faith. If an allegation was not made in good faith, the DO will determine if any administrative action should be taken against the complainant.
5. Interim Administrative Actions
  
  University officials will take interim administrative actions, as appropriate, to protect federal, state, and University funds, human or animal subjects, and the integrity of the research.
RECORD RETENTION
After completion of a case and all ensuing related actions, the RIO will prepare a complete file, including the records of any inquiry or investigation and copies of all documents and other materials furnished to the RIO or committees. The RIO will keep the file for at least seven years after completion of the case to permit later assessment of the case. Appropriate research sponsor personnel and, if federal funds are involved, federal sponsor personnel will be given access to the records upon request.

EP32_Facility_Design_Review_Policy.htm

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Posted on January 06,2014 by jeremy.bass

Facility Design Review Policy

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The Washington State University Vice President for Finance and Administration, or designee, is responsible for design review of all facilities for:

Aesthetics,

Quality of construction, and

Conformance with the Master Plan and Construction Standards.

This responsibility includes all new construction, remodeling, and rehabilitation at all campuses, experiment stations, and satellite facilities of Washington State University.

All work that affects the exterior aesthetic character of the University must be submitted for review to Capital Planning and Development. Review comments are to be incorporated into the work.

EP31_Debt_Management_Policy.htm

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Posted on January 06,2014 by jeremy.bass

Washington State University Board of Regents
Debt Management Policy

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PURPOSE

In accordance with the provisions of RCW 28B.10.022, 28B.10.300-330, 28B.30.700-780, 28B.140 and 39.94, the Board of Regents (the "Regents") of Washington State University (the "University") has the power and authority to enter into financing contracts secured by the revenues it controls, and not subject to state appropriation, or to borrow money to acquire, construct, and/or equip dormitories, hospitals, clinics, dining halls, facilities for student activities, facilities housing services for students, parking facilities, research facilities, and any buildings or facilities authorized by the legislature. This policy states the principles that will govern the use of debt instruments to finance University capital and infrastructure projects and assigns responsibilities for the implementation and management of the University's debt.

DEBT SUBJECT TO POLICY

Debt, as the term pertains to this policy, means University obligations for the repayment of borrowed money incurred to fund the construction or acquisition of capital assets, infrastructure and any other University purpose approved by the Regents. This includes, but is not limited to, University general revenue bonds, revenue bonds for various auxiliaries, and any public-private project that would impact the University's credit. It does not include state general obligation bonds or state certificates of participation benefitting the University, whether or not such obligations are reimbursable by the University.

GOVERNING PRINCIPLES

No debt will be issued without prior approval of the Regents.

The University will comply with all applicable laws, regulations, and bond covenants.

Debt is a limited resource that will be used to fund only capital projects that are consistent with the University's mission and strategic priorities, and its capital plan(s).

The maturity and term of debt repayment will be determined on the basis of expected availability of resources; other long term goals and obligations of the borrowing unit and the University; useful life of the assets being financed; and market conditions at the time of financing.

The University will establish an internal compliance plan and will engage in regular debt monitoring under that plan, to ensure compliance with this policy, bond resolutions, and other requirements.

The University's overall debt status and outlook will be reported to the Regents, at least annually, consistent with the requirements herein.

DEBT ISSUANCE PRINCIPLES

In general, new debt will be secured by the general revenues of the University; but the University may secure debt by a specified revenue stream when legally and financially feasible for a specific project or purpose.

For each project to be financed, the University will identify a source of repayment, sufficient in security and amount to support debt service over the life of the financing, as well as operating costs.

The University will seek to maintain national credit ratings for general revenue bonds in the Aa/AA range and will employ financial ratios consistent with major credit rating agency criteria to confirm that it is operating within parameters that will support the desired credit rating.

Financings will be coordinated, to the extent practical, to minimize the fixed costs of debt issuance.

In general, fixed rate debt will be utilized, but the University may incur debt bearing interest at variable rates when appropriate for a particular financing plan, and taking into account bond market conditions, the University's liquidity position, and risks associated with variable rate debt (including interest rate risk, remarketing risk, and liquidity renewal risk).

The University will not enter into any derivative transactions without first adopting a derivatives policy.

REFINANCING AND REFUNDING PRINCIPLES

Refinancing may be considered:

If it relieves the University of covenants, payment obligations, constraints, or reserve requirements that limit flexibility;

To consolidate debt into a general revenue pledge and/or reduce the cost and administrative burden of managing many small outstanding obligations, after demonstration of the proposed benefits; or

If the net present value ("NPV") savings to the University exceeds minimum threshholds, when measured as a percentage of the par amount of debt to be refinanced, and the refinancing supports the strategic need of the University.

Refunding Thresholds

Current refunding (i.e. refinancing completed up to 90 days prior to the first call date for the bonds) may be considered when NPV savings are expected to meet the following thresholds:

Years Between Call Date		Present Value Standard
1-2		1%
3-4		2%
5-6		3%
7+		4%

Advance refunding (i.e. refinancing completed more than 90 days prior to the first call date for the bonds) may be considered when NPV savings are expected to meet the following thresholds:

Years Between Call Date and Final Maturity Date		Present Value Standard
1-2		1%
3-4		2%
5-6		3%
7-8		4%
9+		5%

RESPONSIBILITIES

The Board of Regents is responsible for:

Reviewing and approving any capital project to be considered for financing,

Reviewing and authorizing each individual debt financing transaction, and

Approving this policy and any changes to this policy.

The Vice President of Finance and Administration is responsible for:

Implementing this policy,

Establishing an internal compliance plan for all debt management and issuance,

Retaining expert advisors as needed to assist with the issuance and administration of debt;

Analyzing and presenting recommendations to the President and the Regents in connection with each proposed debt financing transaction, including:

Identification of source of repayment for each project, together with pro forma financial statements and assumptions relating thereto, and

Internal coverage requirements for each project and/or auxiliary providing repayment;

Overseeing management of daily activities relating to debt and debt issuance, including coordination with legal and financial advisors to prepare and review the documents necessary for bond issuance and rating agency communication;

Ensuring the University fulfills its continuing disclosure obligations, monitors compliance with bond covenants and IRS regulations, and invests unspent bond funds prudently; and

Fulfilling the reporting requirements of this policy.

If at any time the Vice President for Finance and Administration becomes aware of and substantiates concerns about project revenue streams or ability of a project or auxiliary to meet debt service or coverage requirements on outstanding or proposed debt, and/or the ability of the University to meet internal compliance targets or service outstanding or proposed debt, he or she shall report such concerns at the next meeting of the Board of Regents, and shall periodically report thereafter until the concerns have been fully addressed and resolved.

GENERAL REPORTING REQUIREMENTS

At least annually, the Vice President for Finance and Administration will provide a report to the Regents detailing:

All outstanding debt (by series and auxiliary, where applicable),

The amount of outstanding principal, interest rates, maturity dates, debt-service requirements, and changes in outstanding debt since the previous year's report;

Key covenants and ratios identified in the University's internal compliance plan, to include, at a minimum:

Ratio of unrestricted net assets to debt (University-wide);

Ratio of debt service to operating expenses (University-wide);

Debt service coverage (University-wide and by auxiliary);

Comparative ratios (same as above) showing University comparison to the rating category medians and to peer institutions with the same or similar ratings;

For any variable rate debt, the status and remaining term of any letter of credit or similar liquidity source;

For any derivatives, an overview of terms and the "market-to-market" value;

Any known or anticipated new debt issuance; and

Any restructuring or refinancing opportunities.

EP30_WSU_Pullman_Parking_Ticket_Disposition_Policy.htm

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WSU Pullman Parking Ticket Disposition Policy

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OVERVIEW

The University has established internal policies regarding the disposition of tickets for parking violations at WSU Pullman, in accordance with the authority established in WAC 504-15-810. The policies are implemented by Parking and Transportation Services, referred to in this policy as Parking Services.

Goals

The goals of the ticket disposition policy are:

To educate WSU Pullman parking patrons regarding obtaining proper parking permits;

To aid patrons in avoiding future parking tickets;

To aid Parking Services personnel in providing mission-minded customer service; and

To provide training guidelines for Parking Services staff.

This ticket disposition policy complements the due process regulations provided in WAC 504-15-860. The ticket disposition policy includes the waive policies described in the table below. A patron who receives a parking ticket may pay the ticket, request a disposition of the ticket (which may include a reduction of the ticket), or appeal the ticket. Any patron who is not satisfied with the University's action in response to a disposition request may appeal the ticket according to the appeal process described in WAC 504-15-860.

The disposition policy allows Parking Services to waive one parking ticket per patron per eligible violation per annual permit cycle in conformance with the waive policies below.

Documentation

Parking Services must document the waiving of a parking violation fee. The documentation must include:

The date of the waive,

The reason for the waive (i.e., "P" Waive, "V" Waive, "A" Waive as defined below),

The name of the person who approved the waive, and

Any other supporting documentation that helps define the circumstance.

Ticket Waive and Appeal Deadline

In order to receive consideration for a ticket waive or appeal, the patron must contact Parking Services within ten days of the issuance of the violation ticket.

Exception

Parking Services may extend the deadline if the patron did not receive a ticket on the date of the violation (e.g., the ticket was removed from the vehicle's windshield by weather or people), and the first notice he or she received was the ticket late notice.

DEFINITIONS

All definitions in WAC 504-15-100 apply to this policy. The following definitions are also applicable to the waive policies described below.

Annual Permit Cycle

An annual permit cycle is defined as the effective period of an annual permit.

Days

Days are defined as calendar days.

Honor Boxes

Honor boxes are defined as payment boxes with numbered slots which correspond to the numbered spaces in a parking lot or garage. Patrons are to place payment for the parking fees in the applicable slots.

One-Hour Parking Program

The One-Hour Parking Program is defined as special rules which allow residence hall patrons and parents to park in specified locations for one hour to facilitate moving in and out of University residence halls. The One-Hour Parking Program rules are effective fall and spring semesters the week prior to the first day of class and during finals week at semester end.

Permit Vending Machines

Permit vending machines are defined as machines in parking lots or garages that sell temporary permits. The sign at each machine provides the applicable rates and indicates when the rates are valid.

Permit Holder

The permit holder is defined as the patron who purchased and is responsible for the proper use and display of the permit.

10-Day Select Permit

A 10-day select permit is defined as a daily permit that allows a patron to park in a specified University parking zone for ten select days. The patron activates the permit by writing the dates that he or she intends to use the permit in the applicable date fields as needed.

Valid Parking Permit

A valid parking permit is defined as a permit, e.g., commercial, disability, departmental, purchased prior to a violation and displayed prior to the permit's expiration date.

WSU-Issued Disability Permit

A WSU-issued disability permit is defined as a valid parking permit which allows the patron to park in specified locations. For specific disability parking locations, refer to the Parking Services Disability Parking website at:

http://www.parking.wsu.edu/DisabilityParking

WSU-issued disability permits include:

WSU-issued zone permit with a WSU-issued disability indicator;

WSU-issued zone permit displayed with a valid state-issued disability placard or disability license plate;

WSU-issued temporary disability permit.

Waives

"P" Waive (Permit Waive)

A "P" waive (permit waive) is defined as a waive of a parking ticket when the patron produces a permit that is valid for the zone where the ticket was issued.

"V" Waive (Visitor Waive)

A "V" waive (visitor waive) is defined as a waive of a parking ticket for the first #4 "no permit" violation by a visitor to the University. (See item 8 below.)

"A" Waive (Administrative Waive)

An "A" waive (administrative waive) is defined as a parking ticket waive for a violation not covered by "P" and "V" waives. "A" waives include parking ticket waives for violations caused by equipment malfunction, signage errors, and data entry errors. "A" waives also include waives for the removal of late fees, inoperable vehicles, health and safety matters, and customer service instances for the One-Hour Parking Program and user education.

WAIVE POLICIES

Item	Violation	Case	Waive Policy	WAC Reference	Comments
1	#1 Meter Violation	Permits which are valid at meters, e.g., commercial, disability, departmental permits	If the permit holder produces a valid permit within 10 days of issuance of a violation, Parking Services may waive the first violation as a "P" waive once every annual permit cycle. Parking Services may reduce all other violations to the established amount for the rest of the annual permit cycle.	WAC 504-15-810	Most of these cases are related to disability permits; some are related to commercial or departmental permits. For established violation reduction amounts, contact the Parking Services office or see the website at: http://www.parking.wsu.edu
2	#2 Overtime in a Time Zone	Permits which are valid at meters, e.g., commercial, disability, departmental permits	If the permit holder produces a valid permit within 10 days of issuance of a violation, Parking Services may waive the first violation as a "P" waive once every annual permit cycle. Parking Services may reduce all other violations to the established amount for the rest of the annual permit cycle.	WAC 504-15-810	For established violation reduction amounts, contact the Parking Services office or see the website at: http://www.parking.wsu.edu
3	#2 Overtime in a Time Zone	One Hour Parking Program	During the effective dates of the One Hour Parking Program, a Parking Services supervisor level and above may waive a #2 violation for a parent or resident student as an "A" waive within 10 days of issuance.	WAC 504-15-810	The goal of the One Hour Parking Program is to facilitate students moving in/out of residence halls. See: http://www.parking.wsu.edu/OneHourParking
4	#3 Improper Display	All	Parking Services may waive a first violation within 10 days of issuance as a "P" waive once every annual permit cycle. Parking Services educates the patron regarding how to properly display the permit. The patron agrees to display the permit properly.	See WAC 504-15-520 for "display" methods.	Parking Services may allow this waive once every annual permit cycle due to occasional problems with suction cups.
5	#4 No Permit	Non-visitor without an annual zone permit; vehicle is cited in a WSU Zone Parking System lot	If the patron purchases an annual permit within 10 days of issuance of a violation, Parking Services may waive the first violation as a "P" waive.	N/A
6	#4 No Permit	Non-visitor without a University Housing parking permit; vehicle is cited in a University Housing lot.	If the patron produces a University Housing parking permit within 10 days of issuance of a violation, Parking Services may waive the first violation as a "P" waive.	N/A
7	#4 No Permit	Permit holder	If the permit holder produces a valid permit for the zone within 10 days of issuance of a violation, Parking Services may waive the first violation as a "P" waive once every annual permit cycle. Parking Services may reduce all other violations to the established amount for the rest of the annual permit cycle if a valid permit is verified within 10 days of issuance of the violations.	WAC 504-15-810	Parking Services typically allows this waive when a permit holder forgets to display a permit and/or brings a different car to campus. For established violation reduction amounts, contact the Parking Services office or see the website at: http://www.parking.wsu.edu
8	#4 No Permit and No Permit This Area	Visitors Only	Upon request, Parking Services may waive a visitor's first violation within 10 days as a "V" waive in accordance with the referenced WAC section. Parking Services informs the visitor where she or he may purchase a visitor permit upon his or her next campus visit.	WAC 504-15-810
9	#4 No Permit	Non-Visitor, 10-Day Select Permit	Parking Services may write the date of violation on a "10-Day Select" permit and waive the first violation only as a "P" waive within 10 days of issuance. For subsequent violations, Parking Services may write the date of violation on a 10-day select permit and reduce the fine to the established amount.	N/A	For established violation reduction amounts, contact the Parking Services office or see the website at: http://www.parking.wsu.edu
10	#10 Disability Zone	A valid WSU zone permit is required and no state disability permit is displayed. The permit holder neglects to display a valid permit already in his or her possession.	If the permit holder produces a valid WSU-issued disability permit within 10 days of issuance of a violation, Parking Services may waive the first violation as a "P" waive once every annual permit cycle. Parking Services may reduce all other violations to the established amount for the rest of the annual permit cycle if a valid permit is verified within 10 days of issuance of the violations.	WAC 504-15-810	For established violation reduction amounts, contact the Parking Services office or see the website at: http://www.parking.wsu.edu
11	#10 Disability Zone	A state-issued disability permit is required. The permit holder neglects to display a valid permit already in his or her possession.	If the permit holder produces a valid state-issued disability permit and state-issued disability identification within 10 days of issuance of a violation, Parking Services may waive the first violation within 10 days as a "P" waive once every annual permit cycle. Parking Services may reduce all other violations to the established amount if a valid permit and identification is verified within 10 days.	WAC 504-15-810	For established violation reduction amounts, contact the Parking Services office or see the website at: http://www.parking.wsu.edu
12	#16 Non-Payment in Pay Lot	SRC and Tennis Court lots with a pay and display machine.	The patron must produce either a pay and display permit valid for the time he or she was cited or a valid annual permit. Parking Services may waive the first violation within 10 days of issuance as a "P" waive once every annual permit cycle. Parking Services may reduce all other violations to the established amount if a valid permit is verified within 10 days.	WAC 504-15-810	Parking Services may allow this waive when a permit holder either forgets to display a permit or brings a different vehicle to campus. For established violation reduction amounts, contact the Parking Services office or see the website at: http://www.parking.wsu.edu
13	#16 Non-Payment in Pay Lot	Fine Arts Garage and Daggy Garage during the effective hours of honor box operation.	Parking Services may waive the first violation only within 10 days as an "A" waive. Parking Services informs the patron of the location and use of the "honor boxes."	N/A	Parking Services may allow this waive when patrons do not "see" the honor boxes or understand the instruction signs.
14	#16 Non-Payment in Pay Lot	Library Garage and Smith Center Garage when garage envelopes are not issued, i.e., during times when pay and display machines are in use.	Parking Services may waive the first violation only within 10 days as an "A" waive. Parking Services informs the patron of the location and use of the pay and display machines.	N/A	Parking Services may allow this waive when patrons do not "see" the pay and display machines or understand the instruction signs.
15	#16 Non-Payment in Pay Lot	Library Garage and Smith Center Garage when garage envelopes are issued.	Within 30 days of issuance of a violation, Parking Services may accept partial payment as payment in full or waive the fine as an "A" waive for the first violation only. Parking Services informs the patron of parking garage policies.	N/A	Parking Services may allow this waive for the first G-ticket (garage ticket) issued only.
16	#15 No Mall Service Permit and #17 No Service Permit	Permits which allow parking for service or mall service access, e.g., service, mall service, commercial, disability, departmental permits	If the permit holder produces a valid permit for the zone within 10 days of issuance of a violation, Parking Services may waive the first violation as a "P" waive. This waive is allowed for the first violation only. There is no reduction of fines for subsequent violations.	WAC 504-15-810	Parking Services typically allows this waive when a permit holder either forgets to display a permit or brings a different car to campus.
17	Late Fee	All	A Parking Services supervisor may waive a late fee as an "A" waive based on extenuating circumstances.	N/A	Parking Services must document the reason for waiving the late fee. A late fee is applied after 30 days.
18	All violations except #11 Fire Zone and #10 Disability Zone	Exceptional	Parking Services may waive a parking violation as an "A" waive if the Vice President for Finance and Administration or the President determines such an action is in the best interest of the University.	N/A
19	Various	User-activated permits, i.e., in-car meter or scratch permits.	A Parking Services supervisor may waive a violation as an "A" waive and educate the patron. Limited to one waive per individual.	N/A
20	Various	Verifiable equipment malfunction or signing error.	A Parking Services supervisor may waive the ticket as an "A" waive and correct the equipment malfunction or error.	N/A
21	Various	Health and safety	The Director of Parking Services may waive the violation as an "A" waive.	N/A
22	Various	Inoperable vehicle	A Parking Services supervisor may waive the first violation as an "A" waive if the patron reports the vehicle as inoperable prior to receiving the ticket.	N/A	Parking Services allows a patron 24 hours to remove an inoperable vehicle parked in a permit zone. Parking Services allows a patron one hour to remove an inoperable vehicle parked in a meter zone, pay facility, service zone, or timed area. A Parking Services supervisor may allow a patron an extended time period to remove an inoperable vehicle.

EP29_Operation_of_Multi-Campus_Academic_Programs.htm

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Policies and Responsibilities for the Operation of
Multi-Campus Academic Programs

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The operation of multi-campus academic programs at Washington State University is based on the principles that:

Academic program quality is the primary responsibility of the appropriate academic unit(s). (1987 Branch Campus Principles approved by the Faculty Senate)

Campus budget administration is the responsibility of the campus chancellor. (1987 Branch Campus Principles approved by the Faculty Senate)

Those affected by a decision, plan, or action shall have an opportunity to provide input and be informed of the decision, plan, or action prior to implementation.

The policies and responsibilities presented below are based on these fundamental principles. Policies and responsibilities for key activities associated with academic planning, programs, faculty, budgets, facilities, and space are included.

Two models based on these principles are currently used to operate regional campus academic programs. The first model, called the "Traditional Model," was used at all three regional campuses until 2007 when the Spokane campus adopted the "Co-location model" for many academic programs offered there. The "Traditional Model" continues to be used at Tri-Cities and Vancouver.

	Traditional Model (Tri-Cities and Vancouver)	Co-location Model (Spokane)
Academic Planning
University Planning	The Provost is responsible for developing, updating, and implementing a University-wide (i.e., statewide) Academic Plan. The Provost will involve all campuses and colleges, WSU Extension, the Libraries, the Center for Distance and Profession Education (CDPE), the Graduate School, and the Office of Research in developing and maintaining an up-to-date University-wide Academic Plan. The University-wide Academic Plan will: Identify University-wide academic priorities and areas of preeminence in research and scholarship. Address instructional, research/scholarship, and outreach programs. Include campus and distance-delivered programs. Identify academic priorities and areas of preeminence in research and scholarship for each campus and college. Assure coordinated academic planning and implementation across campuses and colleges including the Center for Distance and Professional Education.
Campus Planning	Chancellors are responsible for developing, updating, and implementing academic plans for their campuses. Chancellors will appropriately involve other campuses, colleges, WSU Extension, CDPE, the Libraries, the Graduate School, and the Office of Research in campus planning. The Campus Academic plan will: Identify the campus' academic priorities and areas of preeminence in research and scholarship. Address instructional, research/scholarship, and outreach programs. Include campus and distance-delivered programs. Reflect coordinated academic planning and implementation across campuses and colleges including the Center for Distance and Professional Education.
College Planning	Deans are responsible for developing, updating, and implementing academic plans for their colleges. Deans will appropriately involve campuses, other colleges, WSU Extension, CDPE, the Libraries, the Graduate School, and the Office of Research in college planning. College academic plans will: Identify the college's academic priorities and areas of preeminence in research and scholarship. Address instructional, research/scholarship, and outreach programs. Include campus and distance-delivered programs. Reflect collaborative academic planning and implementation across campuses and colleges including the Center for Distance and Professional Education.
Programs
Initiation of New Program or Program Modification	May originate from college, campus, or university administrators. Campus and college decide whether to pursue or not to pursue. Campus and college designate lead responsibility for proposal development to the campus academic director, department chair, school/program director, or the dean/dean's designee.
Program Development or Modification	Designated lead (campus academic director, department chair, school/program director, or the dean/dean's designee) develops a formal program proposal in collaboration with the campus, department, school and/or program. Campus and college agree on the program content, management, and resourcing.
Program Approval	Campus and college review and approve the proposal, and submit it to the Provost. Provost reviews and approves the proposal, and submits it to the Faculty Senate.
ProgramManagement
Teaching Assignments	Campus academic director makes assignments in consultation with the department chair, or school director, or dean/dean's designee.	Designated leads (campus academic director, department chair, school/program director, or the dean/dean's designee) make assignments in consultation with one another
Course Scheduling (Time and Room Assignments)	Campus academic director via normal campus process.	Designated lead via normal campus process.
AMS Courses	The orginating campus is responsible for delivery decisions in consulation with the receiving campus(es).	The orginating campus is responsible for delivery decisions in consulation with the receiving campus(es).
Program Reviews (Including Accreditation)	Reviews are the responsibility of the department/school and/or college offering the program. Reviews will include all campuses participating in/contributing to the program. The department chair, school director, and/or the dean/dean's designee will collaborate with the appropriate campus academic directors and vice chancellors of all campuses participating in/contributing to the program.
Student Outcomes Assessment	Departments and schools are responsible for overseeing student outcome assessment on all campuses contributing to/participating in the program. Campus academic directors are responsible for implementing departmental/school student outcome assessment processes on their campuses.
Course Evaluation	Course evaluation processes and instruments in "like-programs" will be consistent across campuses. Campus academic directors are responsible for: Overseeing course evaluations on their campuses. Sharing course evaluation results with department chairs/school directors or deans (of colleges without departments/schools). Assisting chairs/directors or deans in implementing necessary follow-up for instructors on their campuses.
Personnel--Faculty
Hiring	Faculty positions (to be located on the campus) may be proposed by the campus, department/school, or college. Campus has the final authority for deciding whether to fill/not fill faculty positions funded by and located on that campus (departments/schools/programs desiring positions on a campus must submit requests to the campus). The campus and department/school or college (for colleges without departments/schools) will collaborate in the "design" of positions. Campus in consultation with department/school/college defines the search process, appoints a search committee, and secures the necessary University approvals. Campus conducts the search involving the department/school and college as per the agreed-upon search process. Campus in consultation with the department/school/college selects who to hire and defines the terms of hire (salary, startup, moving allowance, etc.). Campus, department/school, college, and the Provost sign the letter of offer. Campus must approve all non-campus-funded positions located on their campus.	Faculty positions (to be located on the campus) may be proposed by the campus, department/school, or college. College is responsible for deciding whether to fill/not fill faculty positions located on the Spokane (co-located) campus (departments/schools/programs expanding positions on a campus must coordinate with the campus). College (following normal procedures) defines the position and the search process, appoints a search committee, and secures the necessary University approvals. College conducts the search.* College in consultation with the department/school selects who to hire and defines the terms of hire (salary, startup, moving allowance, etc.). Department/school, college, and the Provost sign the letter of offer. Campus must approve all non-campus-funded positions located on their campus. *College normally delegates responsibility to the appropriate department or school.
Assignments	Campus (usually the campus academic director) in consultation with the department chair/school director makes teaching and campus service assignments. Department chair or school director in consultation with the campus academic director makes department/school service assignments.	Designated leads (campus academic director, department chair, or school/program director) make teaching and service assignments in consultation with one another.
Annual Review	Department chairs/school directors are responsible for the annual review of faculty in their units University-wide. The chair/director will provide all faculty, regardless of campus, equal opportunity to discuss their reviews. Department chair/school director is responsible for securing input from campus academic directors concerning the performance of campus faculty. Department chairs/school directors shall provide ample time for campus involvement in the annual review process. The chancellor or his/her designee (usually the vice chancellor for academic affairs) and the dean shall review the annual review statements and assign a merit rating to faculty on their campus prior to submission to the Provost.	Department chairs/school directors are responsible for the annual review of faculty in their units University-wide. The chair/director will provide all faculty, regardless of campus, equal opportunity to discuss their reviews. Department chair/school director is responsible for securing input from campus academic directors concerning the performance of campus faculty. Department chairs/school directors shall provide ample time for campus involvement in the annual review process.
Promotion and Tenure	Department chair/school director is responsible for overseeing the tenure and promotion process for all faculty in their unit University-wide. This includes: Appointing a mentoring committee for all untenured faculty within 90 days of the employee's start date. Conducting annual tenure reviews and the third-year pre-tenure reviews. Conducting all promotion and tenure reviews. Soliciting input from and consulting with the campus (normally the vice chancellor for academic affairs) on mentoring committee formation, annual tenure reviews, third-year reviews, and tenure and/or promotion reviews. The dean is responsible for securing campus statements and signatures, and addressing any differences in recommendations between the college and campus on all tenure and/or promotion recommendations prior to submission to the Provost The campus and department/school/college will inform faculty of tenure and/or promotion decisions in a coordinated manner.
Salary Decisions	Department chairs/school directors are responsible for making salary recommendations for faculty in their units University-wide. Department chairs/school directors and the campus (usually the vice chancellor for academic affairs) must agree on salary recommendations for campus faculty before they are forwarded to the dean. Department chairs/school directors shall provide ample time for campus involvement in making salary recommendations.	Department chairs/school directors are responsible for making and funding salary recommendations for faculty in their units University-wide.
Professional Leave	Department chairs/school directors are responsible for securing input and campus approval (usually the campus academic director and the vice chancellor for academic affairs) of all professional leave applications of regional campus faculty before applications are submitted to the college.
Budgets and Budgeting
Campus Budgets - General Principles	Chancellor is responsible for the campus' budget allocation and management decisions and processes. Chancellor works with the President, the Provost, the vice presidents, and the college deans to request and secure changes in state funding for her/his campus. Each regional campus has its own budget to support its campus operations (facilities, business operations, student services, library, information technology, communications and marketing, development, etc.). Revenue sources for regional campuses include: Direct state allocation based on campus' contract enrollment Tuition collected from students enrolled on that campus Grants and contracts Philanthropic support Each campus returns 11% of its state allocation and tuition to the University for an array of central support services.
Campus Budget Allocation and Management	Campus is responsible for campus academic program budget allocation and management.	Campus allocates academic budgets to the colleges and delegated responsibility for campus program budget allocation and management.
Program Budgets	Campus allocates the resources needed to deliver the academic program on that campus. Campus program budget includes: Campus allocation to support campus program operations. Lines and funding for faculty, staff, and other program personnel located on the campus. Campus academic directors are responsible for: Managing the resources allocated to their programs. Requesting resources* to support their programs. Campuses are charged for courses and services they receive from other campuses. Campuses are reimbursed for courses and services they provide to other campuses. *Department, school, college, and the campus collaborate in evaluating need and requesting personnel lines and academic operating funds to deliver the program on that campus.	College has all regional campus funding for department, school, or college to deliver program to that campus. Lines and funding for faculty, staff, and other personnel located on the regional campus are included in the department, school, or college budget. Colleges are responsible for allocating resources needed to deliver an academic program on the regional campus. Designated lead (campus academic director, department chair ,or school/program director) is responsible for: Managing the resources provided by department, school, or college for regional campus program operations. Requesting resources* to support their program. *Department, school, college, and the campus collaborate in evaluating need and requesting personnel lines and academic operating funds to deliver the program on that campus.
F & A Returns	For research contracts at regional campuses, the campus receives an allocation of F&A for campus support (currently 38%). In addition, the campus receives the F&A allocated to revenue- generating units (currently 23%). This is distributed as follows: For a regional campus contract with an academic unit affiliation, the F&A is split between the campus and the college. For a regional campus contract without an academic unit affiliation, 100% of the F&A is returned to the campus.	For research contracts at regional campuses, the campus receives an allocation of F&A for campus support (currently 38%). In addition, the campus receives the F&A allocated to revenue- generating units (currently 23%). This is distributed as follows: For a regional campus contract with an academic unit affiliation, the F&A is returned to the college specifically to provide support for research and faculty on the regional campus. For a regional campus contract without an academic unit affiliation, 100% of the F&A is returned to the campus.
Facilities and Space
Facilities Planning	Chancellors, in consultation with Finance and Administration via the Department of Capital Planning and Development, are responsible for identifying and prioritizing capital projects for their campuses. Campus will consult with colleges with programs in new/renovated facilities on the campus to assure that the facilities meets programmatic needs to the extent possible. Colleges will communicate their regional campus facility needs to the chancellor or his/her designee. Chancellors will work within the Capital Budgeting process to prioritize and secure funding for capital projects on their campuses.
Facilities Operation and Management	Campus is responsible for operating and maintaining campus facilities.
Space Assignments	Campus is responsible for assigning space on their campus. Colleges will communicate their regional campus space needs to the chancellor or his/her designee. Campus has authority to reassign space as needs change. The campus will consult with involved colleges, departments, schools, and Capital Planning prior to implementing changes. Vice President for Finance and Administration, in consultation with involved campuses, colleges, departments, and schools, has authority to audit and reassign space as needs change within the University system.

EP27_Ethics_Conflict_of_Interest_and_Technology_Transfer.htm

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Washington State University
Ethics, Conflict of Interest, and Technology Transfer

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CONTENTS

This policy includes the following subsections:

Introduction

Definitions

Management of COI

Significant Financial Interest

Disclosure

Retrospective Review/Mitigation Plan

University Responsibilities

Policy for Managing Co-Technology Transfer

INTRODUCTION

Purpose

To promote integrity and objectivity in University research, including research funded by federal grants or cooperative agreements, and to meet regulatory requirements.

Scope and Implementation

This policy applies to all University employees, collaborators, and subrecipients (subcontractors, subgrantees) who are responsible for the design, conduct, or reporting of research or the transfer of University technology and/or associated expertise into the private sector. These individuals must comply with the University's policy to disclose financial interests, cooperate with the University processes, and abide by any management plan adopted to manage conflicts of interest (COI).

The Vice President for Research is primarily responsible for the implementation of this University policy.

Provisions That Apply

The University must comply with all applicable COI regulations and laws. Those laws have differing standards and procedures. Public Health Service (PHS) regulations on COI have different standards and procedures than the regulations of other federal agencies. COI in technology transfer standards differ because technology transfer implicates the Ethics in Public Services Act, RCW 42.52. This policy includes provisions to satisfy each of these various standards: PHS funding COI provisions, COI provisions applicable to all other research projects, and provisions to manage COI in technology transfer.
1. PHS funding components require that before applying for or using funding from a PHS funding component, the University must fully satisfy the provisions of the PHS COI regulations. PHS funding components include, among others, the National Institutes of Health, the Health Resources and Services Administration, and the Centers for Disease Control and Prevention.
2. As federal sponsors implement specific COI regulations, the University is to update its procedures, as appropriate. If non-PHS regulations are materially different than PHS regulations, this policy is to be updated accordingly.
3. In addition, the state of Washington has provisions in the Ethics in Public Service Act, RCW 42.52, which allow the University to establish an administrative process to manage COIs that arises from technology transfer activities of "research employees."

DEFINITIONS

Clinical Trial means any research that assigns human subjects to intervention and comparison groups to study the relationship between a medical intervention and a health outcome.

Conflict of Interest (COI) means a significant financial interest held by an investigator or research employee and/or specified members of his or her family which could affect the design, conduct, or reporting of research and scholarship activities.

Disclosure of Significant Financial Interests means disclosure of significant financial interests to WSU. Disclosures are required for research employees to be protected within the Ethics and Public Service safe harbor provisions for technology transfer activities.

Equity Interest means stocks, stock options, ownership, partnership or limited liability company, or other ownership interests. Equity interest does not include interest in a mutual fund or other stock management vehicle not under the individual's control, but does include interest held in a deferred compensation plan that is under the individual's control.

Family means the investigator's or research employee's spouse/domestic partner, dependent children, and other dependent relatives living in his or her household (investigator's/research employee's financial interest includes the aggregate financial interest of the family).

Financial Conflict of Interest (FCOI) means a significant financial interest that could directly and significantly affect the design, conduct, or reporting of research.

Financial Interest means anything of monetary value, whether or not the value is readily ascertainable.

Gift means anything of received of economic value without giving adequate consideration.

A gift of greater than $50 from an outside entity is a significant financial interest and must be disclosed if it is from an entity that may be affected by the recipient's technology transfer activities or research. (The law provides exceptions for gifts from persons such as family members.)

Honorarium means money or thing of value offered for a speech, appearance, article, or similar item or activity in connection with a state employee's official role.

Investigator means the project director or principal investigator, the co-principal investigators, and any other person, regardless of title or position, including the PD/PI and senior/key personnel as defined in this policy, who is responsible for the design, conduct, or reporting of a research project, funding, or proposal.

Investigator's WSU Responsibilities means an investigator's professional responsibilities on behalf of the University, which may include, for example, activities such as research, research consultation, teaching, professional practice, and institutional committee memberships.

Manage means taking action to address a COI, which can include reducing or eliminating the COI, to ensure, to the extent possible, that the design, conduct, and reporting of research is free from bias.

Nonconflicting Institution means the University, a federal, state, or local government agency, an institution of higher education as defined at 20 USC 1001(a), an academic teaching hospital, a medical center, or a research institute that is affiliated with an institution of higher education.

PD/PI means a project director or principal investigator of a research project; the term "investigator" in this policy includes a PD/PI.

PHS means the Public Health Service of the U.S. Department of Health and Human Services, and any components of the PHS, including the National Institutes of Health (NIH).

PHS Awarding Component is a division of the Public Health Service (PHS), such as NIH, that funds the research.

Remuneration means salary and any payment for services not otherwise identified as salary (e.g., consulting fees, honoraria, paid authorship); equity interest includes any stock, stock option, or other ownership interest, as determined through reasonable measures of fair market value.

Research means a systematic scientific investigation designed to develop or contribute to generalizable knowledge including basic and applied research as well as associated instruction, scholarly, creative, public service, product development, and extension activities. When PHS funding is applied for or used, "research" includes any activity for which research funding is available from a PHS awarding component.

Research Employee: The following may qualify as research employees:
1. University employees who are responsible for the design, conduct, or reporting of research, including research scientists, postdoctoral research associates, professional staff and graduate students.
2. Appointees without formal employment status who are obligated to follow the University Faculty Manual and the University policies and procedures. This may include visiting scientists and faculty with appointments in the professorial ranks whose terms of employment and advancement include contributions via scholarly research.
3. Faculty or administrative staff who directly manage the technology transfer process on behalf of the University including the Vice President for Research, the Director, Office of Commercialization, and the Director, Office of Grant and Research Development.
Senior/Key Personnel means the PD/PI and any other person identified as senior/key personnel in the grant application, progress report, or any other report submitted to the PHS. The term "investigator" in this policy includes senior/key personnel.

Significant Financial Interest (SFI) means a financial interest of the investigator and/or the investigator's family that is the amount and type which must be disclosed to the University or which creates a COI for the investigator or research employee. The University and most federal sponsors have specific provisions establishing what constitutes SFI.

Small Business Innovation Research (SBIR) Program means the extramural research program for small businesses established by a federal agency under Public Law 97-219. In this policy, "SBIR Program" includes the Small Business Technology Transfer (STTR) Program.

Sponsor means the entity which has or will provide financial support for the research, which may include corporate sponsors, state agencies, the University, or agencies of the federal government, including the Public Health Service (PHS).

Technology Transfer means the research employee's interaction with and investment in external entities in an attempt to transfer University intellectual property, technology, and know-how into the private sector of the economy. Technology transfer includes use of specialized skills developed in research to start or contribute to a private business in a field related to the research employee's WSU responsibilities.

Travel Disclosure includes the purpose of the trip, the identity of the sponsor/organizer, the destination, and the duration.

MANAGEMENT OF COI

Conflict of Interest Review Committee
1. The Conflict of Interest Review Committee (COIC) is a presidential committee which reviews all pertinent documentation, disclosures of significant financial interests, and COI resolution plans for potential or actual COI cases based on federal and state law and University policy. The COIC has the responsibility and authority to (1) assess whether a COI exists, (2) assess the extent of the COI, and (3) manage, reduce or eliminate the COI before approving the research.
2. The investigator or research employee, in collaboration with the COIC, must develop a suitable management strategy for an identified COI. The management plan may include monitoring of the plan and/or a retrospective review and a mitigation report pursuant to PHS or other federal sponsor's regulations.
3. The COIC establishes bylaws which govern its procedures. The COI application is available at the Office of Research Assurances' COI website.
COI That Must Be Eliminated
1. Some COI is not allowable in a management plan. In sections b, c, and d below, the term "participate" means the actions of approving, disapproving, making decisions regarding, or making recommendations of contract terms.
2. Honorariums are not permitted when:
  1. The person offering the honorarium is seeking or is reasonably expected to seek a contract or subcontract with the University and the University employee who is offered the honorarium is in a position to participate in the terms of that contract or subcontract. An investigator is presumed to participate in a contract or subcontract related to his or her research, as is anyone negotiating, managing, or substantially performing the agreement, contract, or subcontract.
  2. The person offering the honorarium is regulated by the University and the University employee is in a position to participate in that regulation.
  3. The person offering the honorarium is seeking or opposing or is reasonably likely to seek or oppose enactment of administrative rules or actions or policy changes by the University and the University employee may participate in that process.
3. COIs may not be managed if the investigator or research employee participates on the University side of a contract or subcontract and also participates for the other party. A principal investigator is presumed to participate in a contract or subcontract related to his or her research, as is anyone negotiating, managing, or substantially performing the contract or subcontract.
4. COI which violate federal or state law or professional ethical standards may not be managed unless the violation of law can be entirely eliminated.

Management Plans
1. A management plan may include, but is not limited to:
  1. Public disclosure of financial COI;
  2. For human subjects research, disclosure of COIs directly to participants;
  3. Independent monitoring to protect the research against potential bias;
  4. Modification of the research plan;
  5. Change of personnel or responsibilities, or disqualification of personnel from participation in all or a portion of the research;
  6. Reduction or elimination of the financial interest (e.g., sale of an equity interest); and/or
  7. Severance of relationships that create COI.
2. If the investigator or research employee disagrees with the COIC, he or she may ask the Vice President for Research to review the decision.
3. The University monitors compliance with the management plan until the completion of the research project or technology transfer activity.

Failure to Comply

Failure to comply with this policy and any management plan adopted under this policy may result in action under federal or state law and University policy against the investigator or research employee. Faculty may also be subject to discipline under the WSU Faculty Manual.

SIGNIFICANT FINANCIAL INTEREST

PHS Funding Component
1. When applying for or using PHS funding, a SFI is a financial interest of the investigator and or the investigator's family which reasonably appears to be related to the investigator's WSU responsibilities. The University must receive all disclosures before a funding proposal is submitted to PHS.
2. When applying for or using PHS funding, an SFI that must be disclosed exists if:
  1. The value of remuneration received from a publicly-traded entity in the 12 months preceding the disclosure and the value of any equity interest in the entity as of the date of disclosure, when aggregated, exceeds $5,000;
  2. The value of remuneration received from a non-publicly-traded entity in the 12 months preceding the disclosure, when aggregated, exceeds $5,000, or when the investigator and/or the investigator's family holds any equity interest in a non-publicly-traded entity;
  3. The values above should include any intellectual property rights and interests (e.g., patents, copyrights), held by the investigator and/or the investigator's family upon receipt of income related to those rights and interests;
  4. Any travel reimbursed or sponsored (i.e.,that which is paid on behalf of the investigator and not reimbursed to the investigator so that the exact monetary value may not be readily available), related to the investigator's WSU responsibilities; except travel that is reimbursed or sponsored by a nonconflicting institution; or
  5. All gifts received from an entity other than a nonconflicting institution during the 12 months preceding the disclosure if the aggregate value of the gifts exceeds $50. NOTE: Gifts greater than $50 from nonconflicting institutions may be prohibited under Washington State law. See RCW 42.52.
  Note: Do not include salary, royalties, or other remuneration paid by the University if the investigator is currently employed or appointed by the University; income from investment vehicles, such as mutual funds and retirement accounts, as long as the investigator does not directly control the investment decisions made in these vehicles; income from seminars, lectures, or teaching engagements sponsored by a nonconflicting institution; or income from service on advisory committees or review panels for a nonconflicting institution or a research institute that is affiliated with an institution of higher education.
For Other Funding
1. SFI for research funded by entities other than PHS
  
  Under this subsection, a SFI exists if the value of any financial interests in or remuneration from a business enterprise received by the investigator and/or the investigator's family in the 12 months preceding the disclosure exceeds $5,000 or represents more than five percent ownership interest for any one enterprise or entity. Other than the dollar value of SFI that must be disclosed, the same standards and rules regarding determination of SFI apply.
  
  Note: Do not include remuneration from the University; income from seminars, lectures, or teaching engagements sponsored by nonconflicting institutions; income from service on advisory committees or review panels for nonconflicting institutions; or investments in mutual funds, regardless of value.
2. SFI for Technology Transfer
  
  Refer below.

DISCLOSURE

PHS SFI Disclosure
1. SFI disclosure is to be reported to the WSU Office of Research Assurances before the proposal is submitted to PHS.
2. Submit an updated disclosure of SFIs at least annually, which includes any information that was not disclosed initially to COI Committee.
3. Submit an updated disclosure of SFIs to the COI Committee (COIC) within thirty days of discovering or acquiring (e.g.,through purchase, marriage, or inheritance) a new SFI.
4. The COIC, or subcommittee thereof, reviews the investigator's SFI disclosures for actual and potential COIs.
5. Records of disclosures: see below.
6. Investigators also must disclose the occurrence of any reimbursed or sponsored travel (i.e., that which is paid on behalf of the investigator and not reimbursed to the investigator so that the exact monetary value may not be readily available), related to their institutional responsibilities; provided, however, that this disclosure requirement does not apply to travel that is reimbursed or sponsored by a federal, state, or local government agency, an institution of higher education as defined at 20 USC 1001(a), an academic teaching hospital, a medical center, or a research institute that is affiliated with an institution of higher education. The disclosure is to include the purpose of the trip, the identity of the sponsor/organizer, the destination, and the duration. The institutional official(s) decide if further information is needed, including a determination or disclosure of monetary value, in order to ascertain whether the travel constitutes an FCOI with the PHS-funded research. Refer to BPPM 95.05.
General Research Disclosure
1. Faculty's outside consulting and professional activities are disclosed as provided in the Faculty Manual (Sections IV D and F) and BPPM 60.44. COI information must be updated annually. In addition, any COI that arises during the course of a research project must be disclosed within 30 days.
2. The University maintains records, identifiable to each research project, of COI disclosures, determinations by the COIC, and the actions taken to manage the COI. The records must be maintained for at least three years beyond the termination or completion of the research. If a federal or state agency is reviewing the research or the conflict management, the records must be maintained for three years beyond such review.
Disclosure for Technology Transfer COI

Refer below.

RETROSPECTIVE REVIEW/MITIGATION PLAN

Retrospective Review Process
1. If during an ongoing PHS-funded research project, the University finds that a SFI has not been disclosed timely or was not previously reviewed by the COIC, the University's designated official(s) are to, within sixty days, determine whether the SFI is related to PHS-funded research and/or determine whether a FCOI exists, and, if so:
  1. Implement a management plan to manage the COI going forward;
  2. Determine if the untimely disclosure was due to investigator noncompliance, and if so:
  3. Complete a retrospective review within 120 days, including a determination whether the COI biased the PHS-funded research project.
2. The review report is to include, at minimum:
  1. Project number;
  2. Project title;
  3. PD/PI or contact PD/PI if a multiple PD/PI model is used;
  4. Name of the investigator with the COI;
  5. Name of the entity with which the investigator has a financial conflict of interest;
  6. Reason(s) for the retrospective review;
  7. Detailed methodology used for the retrospective review (e.g.,methodology of the review process, composition of the review panel, documents reviewed);
  8. Findings of the review; and
  9. Conclusions of the review.
    
    If appropriate, the University amends any previously submitted COI report and specifies the actions that are to be taken to manage the COI.
3. If bias is found, the University must notify the PHS awarding component promptly and submit a mitigation report that includes the review report, a description of the impact of the bias on the research project, and the plan of action to eliminate or mitigate the effect of the bias.
4. The University may impose reasonable interim measures to the investigator's participation in the PHS-funded research project between the time the University discovers there is undisclosed SFI or COI and the completion of the retrospective review, as the University deems necessary.
5. Whenever the University implements a management plan based on noncompliance that requires a retrospective review, the University monitors compliance with the management plan until the completion of the PHS-funded research project.
Failure to Fully Comply
1. If the failure of an investigator to comply with the disclosures required by this policy or with a management plan appears to have biased the design, conduct, or reporting of the PHS-funded research, the University promptly notifies the PHS awarding component of the corrective action taken or to be taken.
2. The PHS may ask for records created under this policy at any time, regardless of whether or not a disclosure resulted in the University's determination of a financial conflict of interest. The University is required to submit, or permit on site review of, all records pertinent to compliance with this part. The PHS awarding component has the authority to issue a stop work order via the contracting officer or take other enforcement action based on its review of those records.
3. In any case in which the Department of Health and Human Services (HHS) determines that a PHS-funded project of clinical research whose purpose is to evaluate the safety or effectiveness of a drug, medical device, or treatment has been designed, conducted, or reported by an investigator with a financial conflict of interest that was not managed or reported by the University as required by this part, the University is to require the investigator involved to disclose the financial conflict of interest in each public presentation of the results of the research and to request an addendum to previously published presentations.
Report to Funding Component
1. Reporting of financial COI.
  
  Before spending any funds under a PHS-funded research project, the University must provide to the PHS awarding component a COI report on any investigator's SFI that the University determines to be a COI and ensure PHS that a management plan for that COI has been implemented. If the COI has been eliminated prior to the expenditure of PHS-awarded funds, the University is not required to submit a COI report to PHS.
2. The report must include sufficient information to enable PHS to understand the nature and extent of the financial conflict, and to assess the appropriateness of the University's management plan. The report is to include, at minimum:
  1. Project/contract number;
  2. PD/PI or contact PD/PI if a multiple PD/PI model is used;
  3. Name of the investigator with the financial conflict of interest;
  4. Name of the entity with which the investigator has a financial conflict of interest;
  5. Nature of the financial interest (e.g.,equity, consulting fee, travel reimbursement, honorarium);
  6. Value of the financial interest in dollar ranges: $0-$4,999; $5,000-$9,999; $10,000-$19,999; amounts between $20,000-$100,000 by increments of $20,000; amounts above $100,000 by increments of $50,000; or a statement that the interest's value cannot be readily determined through reasonable measures of fair market value;
  7. A description of how the financial interest relates to the PHS-funded research and the basis for the University's determination that the financial interest conflicts with such research; and
  8. A description of the key elements of the management plan, including:
    1. Role and principal duties of the conflicted investigator in the research project;
    2. Conditions of the management plan;
    3. How the management plan is designed to safeguard objectivity in the research project;
    4. Confirmation that the investigator agrees to comply with the management plan;
    5. Monitoring of the management plan to ensure investigator compliance; and
    6. Other information as needed.
      
      For any COI previously reported regarding an ongoing PHS-funded research project, the University must provide an annual COI report that addresses the status of the financial conflict of interest and any changes to the management plan.
3. If HHS determines that a PHS-funded project to evaluate a drug, medical device, or treatment was conducted by an investigator with a COI that was not disclosed or managed, HHS may require the investigator to disclose the conflict in each public presentation of the results of the research.

UNIVERSITY RESPONSIBILITIES

WSU Must Have and Enforce a COI Policy
1. The University must make this policy available via a publicly-accessible website;
2. The University must inform each investigator of this policy, the investigator's responsibilities under this policy, and of the PHS regulations; and
3. The University must require each investigator to complete training regarding the same before participating in PHS-funded research and at least every four years, and immediately when:
  1. The University revises its policy or procedures in any manner that affects the investigator's responsibilities under this policy;
  2. An investigator is new to the University; or
  3. The University finds that an investigator violates this policy or a management plan.
Subrecipients
1. A subrecipient must abide by this policy or a comparable policy of the subrecipient's own, and take reasonable steps to ensure that any subrecipient investigator complies with COI policy.
2. A subrecipient must be familiar with and comply with the University's policy to disclose financial interests, cooperate with the University COI processes, and abide by any management plan adopted by the University to manage COIs.
3. The subcontract must include terms requiring a subrecipient to comply with this policy or have a policy that is effective in practice and that satisfies PHS COI regulations and the regulations of any other federal sponsor.
4. A subrecipient applying its own policy must certify in the subcontract that its policy complies with COI regulations.
5. If a subrecipient's investigators must comply with this policy, the subcontract must specify time(s) for the subrecipient to submit disclosures of SFIs to the University.
6. The University provides COI reports to the PHS awarding component regarding all financial COIs of all subrecipient investigators prior to the expenditure of funds and/or within 60 days of any subsequently identified FCOI.
Certify to the PHS Awarding Component
1. The University has a written and enforced process to identify and manage, reduce, or eliminate conflicting interests;
2. Before spending any funds under the award, the University reports to the PHS awarding component the existence of COI and assures that the COI are managed, reduced, or eliminated, as provided in this policy; and
3. Upon request, the University makes information available to HHS regarding all conflicting interests and how those interests have been managed, reduced, or eliminated.
4. The COIC reviews to determine the existence of COI and take actions to ensure that the COI are managed, reduced, or eliminated;
5. The University provides for retention of COIC review records for at least three years from the date of submission of the research project's final expenditures report or other dates as specified in 45 CFR 74.53(b);
6. The University establishes adequate enforcement mechanisms and sanctions where appropriate; and
7. The University's written process includes "A Review of Disclosure Forms" section that provides:
  1. Guidelines for the designated official(s) to identify COI and take actions to ensure that they are managed, reduced, or eliminated; and
  2. Examples of conditions or restrictions that might be imposed to manage COI.
FCOI Reports to PHS
1. Prior to spending any funds under a PHS-funded research project, University sends the PHS awarding component a COI report that includes any investigator's COI and assurance that a management plan has been implemented. No report is required if any COI was eliminated prior to the expenditure of PHS funds.
2. Any COI identified after the University's initial COI report and during an ongoing PHS-funded research project (e.g., upon the participation of an investigator who is new to the research project), must be reported (along with a management plan) within 60 days to the PHS awarding component. If the COI report involves a SFI that was not disclosed timely by an investigator or, for whatever reason, was not previously reviewed or managed by University (e.g.,was not timely reviewed or reported by a subrecipient), the University must complete a retrospective review and, if appropriate a mitigation plan.
3. Any COI report must include sufficient information to enable PHS to understand the nature and extent of the financial conflict, and to assess the appropriateness of the management plan. The report must include, but is not limited to:
  1. Project number;
  2. PD/PI or contact PD/PI if a multiple PD/PI model is used;
  3. Name of the investigator with the FCOI;
  4. Name of the entity with which the investigator has a FCOI;
  5. Nature of the financial interest;
  6. Value of the financial interest in dollar ranges: $0-$4,999; $5,000-$9,999; $10,000-$19,999; amounts between $20,000-$100,000 by increments of $20,000; amounts above $100,000 by increments of $50,000; or a statement that the interest is one whose value cannot be readily determined through reference to reasonable measures of fair market value;
  7. A description of how the financial interest relates to the PHS-funded research and the basis for University's determination that the financial interest conflicts with such research; and
  8. The key elements of the management plan, including:
    1. Role and principal duties of the conflicted investigator in the research project;
    2. Conditions of the management plan;
    3. How the management plan is designed to safeguard objectivity in the research project;
    4. Confirmation that the investigator has agreed to the management plan;
    5. The nature of monitoring to ensure investigator compliance with the management plan; and
    6. Other information as needed.
  9. University must provide an annual FCOI report to PHS that addresses the status of the FCOI and any changes to the management plan for the duration of the PHS-funded research project. The annual report must specify whether the financial conflict is still being managed or explain why it no longer exists.
Transparency
1. Prior to spending PHS funding, University ensures public accessibility, by written response to any requestor within five business days of a request, of information concerning any SFI disclosed to University that:
  1. The investigator previously disclosed and still holds;
  2. The University determined was related to the PHS-funded research; and
  3. The University determined is a FCOI.
    1. The University provides information to the requester within five business days of a request. The information includes the investigator's name, title, role on the research project; the name of the entity in which the SFI is held; the nature of the SFI; and the approximate dollar value of the SFI (dollar ranges are permissible: $0-$4,999; $5,000-$9,999; $10,000-$19,999; amounts between $20,000-$100,000 by increments of $20,000; amounts above $100,000 by increments of $50,000); or a statement that the interest is one whose value cannot be readily determined using reasonable measures of fair market value.
    2. Information concerning the SFIs remain available for responses to written requests for at least three years from the date that the information was most recently updated.

POLICY FOR MANAGING CO-TECHNOLOGY TRANSFER

Introduction
1. Technology transfer through research employees' involvement in private enterprise is a valuable method of transferring University-created knowledge and technologies into the economy. In addition to standard licensing arrangements, technology transfer is accomplished when research employees engage with private enterprise, among other ways, as employees, owners, investors, or suppliers of technical advice.
2. A safe harbor for technology transfer activities is included in provisions of the Ethics in Public Service Act, RCW 42.52. These provisions apply only to technology transfer activities of research employees as a special class of University employee. The Act provides that the University may have an administrative process to manage approved private use of University facilities, equipment, and staff time to advance the University's technology transfer mission. Disclosure of conflicting interests and activities is required for research employees to be protected within the Ethics and Public Service safe harbor provisions for technology transfer activities.
3. A management plan for a conflict of interest in technology transfer (COI-TT) is developed as provided in this policy. COI-TT is the existence of an interest which may reasonably be determined to affect or appear to affect the design, conduct, or reporting of research. COI-TT is not limited to financial interests but may include the existence of various ethical and commitment situations. The research employee must perform his or her University duties and the technology transfer activities ethically, legally, and professionally. The research employee must disclose COI-TT and minimize the potential that the outside professional activity may damage the University's academic integrity, mission, or interests.
4. The Washington State Executive Ethics Board has the authority to review violations of this policy when the Ethics in Public Service Act is violated.
Duties and Responsibilities
1. The University is to:
  1. Ensure that appropriate administrators are aware of and have approved the research employee's technology transfer activities;
  2. Manage any COI-TT;
  3. Manage all intellectual property disclosed to the Office of Commercialization (OC). The University will not take equity ownership in a private start-up enterprise that utilizes University intellectual property. The OC has policies related to its equity ownership in start-up companies and avoidance of any institutional COI-TT.
2. The research employee is responsible to:
  1. Fully disclose any SFI or other potential, actual, or perceived COI-TT to the research employee's supervisor, chair, or when appropriate, to the Vice President for Research, chancellor, dean, or director.
  2. Comply with all applicable University policies, including the Faculty Manual, intellectual property policy, and research regulations and policies.
  3. Fully disclose any COI-TT to everyone working on his/her research or related research, including co-investigators, research assistants, trainees, fellows, or students, and to subcontractors working on related research.
  4. Cooperate with the COIC and the Office of Research Assurances in reducing, eliminating or managing the COI-TT.
SFI--Technology Transfer
1. A SFI exists under the technology transfer COI policy if the research employee and/or the research employee's family:
  1. Receive aggregate fees for consulting, gifts and/or honoraria in excess of $1,000 in any 12-month period in the past 24 months from an external entity whose financial interest would reasonably appear to be affected by the outcome of the research employee's research;
  2. Have an interest in an external entity that exceeds $5,000 in fair market value, an ownership interest in any single entity in excess of five percent, receive compensation from an external entity in excess of $5,000 during a calendar year, or have intellectual property rights and royalties from such rights in excess of $5,000 per year; or
  3. Have ANY financial interest that reasonably may be affected by the outcome of the research employee's research if that research involves clinical trials or other human subject research which requires review by the full Institutional Review Board;
2. Note: Do not include remuneration from the University, income from seminars, lectures, or teaching engagements sponsored by nonconflicting institutions, income from service on advisory committees or review panels for nonconflicting institutions, or investments in mutual funds, regardless of value.
Disclosure of COI-TT
1. When engaged in technology transfer, including formation of a start-up company, the research employee must disclose actual or perceived COI-TT to her or his chair or supervisor using the COI application available from the Office of Research Assurances' COI website. The research employee must disclose all outside professional activities and SFIs in the her or his field or discipline. The research employee must also provide all information to the COIC which can reasonably assist in development of a management plan.
2. The COI-TT disclosure form must be completed, reviewed, and approved by the appropriate dean, chancellor, director, chair, and/or supervisor prior to engagement in an activity with potential for COI-TT. The disclosure and approval must occur prior to receiving any wage, fee for services, honoraria, or other compensation from the outside entity. Disclosure should be made within five working days of the start of the technology transfer activity. A chair, dean, or other administrator disclosing professional activities, SFIs, or COI-TT under this policy is to submit the disclosure to his or her immediate supervisor.
3. The chair or supervisor that receives the disclosure is to review the disclosure and evaluate the potential COI. The chair or supervisor also reviews the activity under WSU Faculty Manual, Policy on Compensated Outside Service by Faculty Members (Section IV.D.) and/or Policy on Extended Professional Activities (Section IV.E.), and decides whether to approve or disapprove the activity. If the chair or supervisor approves the activity, the chair or supervisor forwards all relevant information and the disclosure to the appropriate dean or chancellor. If the activity is approved at the college and department level, but the college or department reasonably determines the technology transfer activity may give rise to an actual or perceived COI-TT, the matter is to be referred to the Office of Research Assurances on behalf of the COIC.
4. A research employee must update his or her COI-TT information annually, in accordance with BPPM 60.44.
5. Note: Scholarly activities alone are not generally considered "consulting" or "outside employment." Such activities need only conform to the standards in the Faculty Manual or, for nonfaculty investigators and research employees, the applicable employment contract or policy.
Principles in Evaluating and Managing COI-TT
1. Outside professional activity related to a research employee's field or discipline is a critically important method of technology transfer. Faculty members may perform such outside activity under the provisions of the Faculty Manual. Other employees are to consult the terms of their employment to determine what activities are allowable.
  
  Outside consulting agreements are personal employment agreements, regardless of whether compensation is provided for the activities. The research employee may wish to seek personal legal advice prior to signing any such agreement. Although consulting agreements may require the consultant to assign all patentable discoveries to the external entity, a University employee cannot transfer intellectual property to an outside entity if the University has ownership rights in that intellectual property unless that transfer has been approved by the Vice President for Research. University research employees who are presented with such agreements must not assign or agree to assign intellectual property in violation of University policy.
2. The COIC reviews COI-TT in the same manner as COI with respect to research or funding proposals. In addition, the COIC is to consider the following:
  1. The University's costs must be either de minimis or the activity must be a pre-approved outside professional activity.
  2. The University must be reimbursed for all costs which are more than de minimis pursuant to a contract with the University for use of facilities or resources. If the contract only uses existing University resources, a facility use agreement (enterprise account) may be used; if the contract includes deliverables such as experimental design or data analysis, a contractual, sponsored program agreement (http://www.ogrd.wsu.edu/docs/Sra.pdf), which includes a description of expectations and deliverables, is to be executed. In no instance may the University be reimbursed by the research employee or the outside private entity designating such reimbursement as a gift to the University.
  3. The research employee's relationship to the private enterprise or start-up must not impair the rights of any graduate or undergraduate student or University employee. A research employee must never allow outside interests to impair a student's best interests, including right to publish, progress toward degree, or opportunities for related training and experience.
  4. The safety and health of a research subject must never be compromised. A COI-TT related to research involving human subjects must be disclosed to University's Institutional Review Board (IRB) for consideration in the IRB review of the project.
  5. Specific stipulations regarding research support by the start-up company must be satisfied.
  6. Related University policy allows the start-up company to support research projects at the University in the research employee's lab provided that:
    1. Appropriate University offices, including the Office of Grant and Research Development, the Office of Commercialization, the Office of Research Assurances, and the Office of Finance and Administration work closely to collectively determine that private use is acceptable under tax law and does not conflict with grant requirements or existing University obligations. Such offices consult, as appropriate, with the University's legal council.
    2. All projects which include a potential COI-TT must have COIC determination that a COI-TT does not exist or that the COI-TT can be appropriately managed prior to facility use.
    3. A project must be approved by the appropriate college and department administrators and the research employee must comply with established University approval mechanisms, such as the REX form.
    4. The project must not compromise or interfere with research projects underway in the research employee's lab or with any University function.
    5. If any employee(s) of the start-up company wish to be included as named participants on any research contract with the start-up company, the request is to be referred to the COIC. The COIC determines whether the integrity of the research will be compromised by the proposal and if the COI-TT can be managed, reduced, or eliminated.
    6. Inventions arising from University research are owned by the University as provided in the Faculty Manual and University intellectual property policy. Joint inventor status may be possible if company employees separately contribute to the invention.
    7. Students (as opposed to employed graduate research assistants in the research employee's lab) are not permitted to function as employees of the start-up company without obtaining prior permission from the chair/director, dean, chancellor (as appropriate), and Provost. The students must be free to pursue publication, advance in their line of study, and publish their thesis or dissertation without restriction.
Travel To Promote Technology Transfer

Technology transfer is a fundamental part of the University's mission and the University can usually fund travel to pursue research collaborations and explore opportunities for University technology transfer through intellectual property licensing. Travel must be justified and reimbursed following the University travel policies, including the University's policy on travel paid by third parties. Refer to BPPM 95.16 for the policy on third-party reimbursement for travel.

Use Of University Resources For Technology Transfer Activities

Generally, state employees may not use state property, equipment, or other resources for their private benefit or the private benefit of a third party. The COIC may approve a management plan that includes use of University property, equipment, or resources for a research employee's outside activity if the use benefits the University, a management plan includes the use, and the use is approved in advance. Unless the cost to the use is de minimis, the University must be fully compensated at a fair market rate.

Use of WSU resources in technology transfer typically take the form of an approved sponsored research or service center use agreement. Such agreements must justify why the work is being conducted as an outside activity or consultancy rather than an agreement between the sponsor and the University and must articulate how the work advances technology transfer. An agreement permitting private use of resources in the outside consulting or professional activity must be executed prior to the use of University resources for private activities.

It is anticipated that the University employee engaged in outside consulting or professional activity pays the same price for the resources as charged to other entities and sponsors, including appropriate F&A fees.

Contracts between the University and the research employee to use University resources based on this policy are not considered a conflict of interest if the University also makes those resources available to other members of the public at the same cost. The exception is when the resources are in the research employee's lab, or when the research employee (or family) has direct input in the scheduling or the availability of a resource.

De Minimis Use Of University Resources In Technology Transfer Activities
1. The revised Ethics in Public Service Act, RCW 42.52.360(2)(c) recognizes that limited personal use of University resources by a research employee for technology transfer activities will not undermine public trust and confidence and can advance the mission of the University.
2. If the technology transfer activity and the planned use of University resources has prior approval by the COIC (via a management plan), the appropriate supervisor, department chair, and dean, a research employee may use his or her personally-assigned offices, telephones, computer, e-mail account, internet connections, and comparable types of personally-assigned equipment to conduct outside technology transfer activities if the use:
  1. Is of little or no additional cost to the University;
  2. Is reasonable in duration and frequency and is the most effective use of time or resources;
  3. Does not interfere with the performance of the official duties of the research employee, other University employees, or students;
  4. Does not disrupt or distract from the conduct of University business due to volume or frequency;
  5. Does not disrupt other University employees and does not obligate other University employees to make unauthorized uses of University resources; and
  6. Does not compromise the security or integrity of University property, information, or IT network.
3. The following resources may be used for outside technology transfer activities only under a contract or sponsored research agreement between the outside entity and the University and if the COIC has approved that contract as part of a management plan.
  1. Long-distance or other toll calls or use of a University cell phone.
  2. Paper and other University consumables.
  3. Time of another University employee during the employee's assigned work.
  4. Assistance of a graduate student.
  5. University laboratories, laboratory supplies, or hardware.
  6. University research support including but not limited to grant and sponsored project administration, regulatory committee review and monitoring, health and safety units, specialized office and publishing equipment, vivarium, greenhouses, agricultural research stations, pastures, and feeding stations.
  7. Equipment that is assigned to another University employee or student.
  8. University-owned intellectual property.

30.12_Internal_Audits.htm

Posted in:FINANCE

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The Internal Audit Office is responsible for an independent appraisal of University operations. Regular internal audits help to protect University management against improper activities and provide constructive suggestions for improvement.

The Internal Audit Office may audit any WSU unit or program.

Internal auditors have no authority over the University operations being audited and are not responsible for any functions of University operating units. An audit does not relieve University administrators and employees of assigned responsibilities.

Objective

The objective of internal auditing is to assist all levels of management with the effective discharge of their responsibilities by furnishing them with analyses, appraisals, recommendations, and pertinent comments concerning the activities reviewed. Auditors promote uniform and responsible processing of all financial and functional operations.

Access

University administrators are responsible for providing internal auditors access to all records, property, and personnel relevant to the subject under review.

Code of Ethics

WSU internal auditors discharge their duties in a manner consistent with the Code of Ethics of the Association of College and University Auditors and the Institute of Internal Auditors.

PLANNING AUDITS

Except in the case of unannounced cash counts, units are generally notified prior to audits.

The Internal Audit Office determines the audit scope from preliminary review of existing internal controls, administrative functions, procedures, and possible problem areas.

WHAT TO EXPECT

An audit usually consists of a review of cash accountability including: receipting and depositing procedures, receipt inventory procedures, and billing procedures. An audit may also include one or more of the following:

Review and appraisal of general business principles and procedural controls over revenues, expenditures, assets, and liabilities.

Review and analysis of the adequacy and effectiveness of established procedures and internal control.

Verification of compliance with federal and state statutes, regulations, and WSU policies.

Evaluation of the organizational efficiency of operations and the accuracy of reports and records.

Draft Report

At the conclusion of an audit, a draft report which includes all findings and recommendations is prepared and submitted to the individual in charge of the audited unit for review, comment, and solicitation of additional information.

Action by Audited Unit

The audited unit is responsible for issuing a written response to the draft report within two weeks.

The response indicates the unit's agreement or disagreement with the audit recommendations and describes any corrective action already taken.

If necessary, the audited unit may contact the Internal Auditor to request more time to prepare a response or to schedule an optional closing discussion.

Final Report

After the audited unit has responded to the draft report, the auditor prepares the final report and distributes it to the appropriate administrative officials. The final audit report includes the audited unit's response to the draft audit report and indicates corrective actions already taken, or to be taken, regarding the recommendations.

Follow-up

Depending upon the circumstances, the Internal Audit Office may conduct a follow-up audit to insure compliance with agreed upon corrective actions.

REQUESTING AN AUDIT

Administrative units may request an audit. The request should be made in writing to the Internal Audit Office. Audits are scheduled in conjunction with existing commitments.

LOSSES

University employees are responsible for notifying the Internal Audit Office of any loss of equipment (see 20.50), loss or shortage of a till or petty cash fund (see 30.50 and 30.51).

IRREGULARITIES

University management is responsible for detecting and reporting suspected or known irregularities. The Internal Audit Office coordinates and conducts an investigation of reported irregularities.

Irregularity, as used in this policy, can include, but is not limited to, the following:

Violations of state or federal laws or rules.

Violations of WSU policies.

Abuses of authority.

Substantial and specific dangers to public health and safety.

Waste or loss of public funds.

A dishonest or fraudulent act resulting in financial loss to the University.

Forgery or alteration of records or documents.

A misappropriation of funds, securities, supplies, furniture, equipment, or any other asset.

An irregularity in the handling or reporting of money transactions.

Use of University facilities and/or equipment for personal gain.

Participation by University employees in transactions that result in economic gain to themselves, their immediate families, or a business with which they are directly associated.

Reporting Options

The following reporting options are available to all University employees for reporting suspected irregularities:

Employees may report any suspected irregularities to their department head. The department head should immediately notify the Internal Audit Office in writing. In addition, the department head should also notify the appropriate vice president or vice provost.

Department managers should not attempt to conduct their own investigations or confront suspected employees.

Employees may report suspected irregularities directly to the University's Internal Audit Office.

Employees may report suspected improper governmental actions to the State Auditor's Office under the state "whistleblower" law. (RCW 42.40) See 10.20 for University whistleblower procedures and definitions of improper governmental actions.

Not Reported to Internal Audit

The following irregularities should not be reported to the Internal Audit Office, but should be handled as indicated:

Police Services

Police Services should be contacted for situations regarding criminal acts, e.g., burglary, extortion, trespassing, break-ins.

Human Resource Services

Human Resource Services should be contacted for personnel issues , e.g., employee grievances, promotions, reclassifications, performance evaluations, dismissals or related situations.

Student Affairs

The Office of Student Affairs or the student's academic dean should be contacted for student issues covered under the Student Conduct Code which includes infractions of rules and regulations or misconduct of academic work.

College Dean

The appropriate college or dean should be contacted for issues related to scientific and scholarly research.

Investigations

The Director of Internal Audit coordinates with the following University departments and state agencies as necessary at the beginning or during an irregularity investigation:

Attorney General's Office for legal assistance.

State Auditor's Office, when evidence indicates an irregularity which may have resulted in a loss of public funds.

Human Resource Services when disciplinary action against a University employee may be appropriate.

Office of Benefits and Payroll Services and Office of Risk Management and Insurance to file claims with insurance companies.

Police Services for criminal acts.

Conducting an Investigation

When conducting an investigation of an irregularity the Internal Audit Office:

Obtains possession of and safeguards any relevant records related to the investigation.

Has the authority and responsibility, after consulting with appropriate management personnel and/or the Attorney General's Office, to:

Conduct a preliminary investigation to determine if an irregularity occurred, the magnitude of the loss, the individuals involved, and if evidence is sufficient to support further investigation.

If warranted after the preliminary investigation, the Internal Audit Office will undertake prompt investigative action, after coordinating with the State Auditor's Office.

Examine, copy and/or remove all or any portion of the contents of files, desks, cabinets and other storage facilities located on the premises without the prior knowledge or consent of any individual who may use or have custody of such premises or items. This does not include the employee's personal property unless appropriate legal actions have been taken.

Issue a report to the appropriate University officials at the conclusion of the investigation.

EP26_Internal_Investigations_Training_and_Policy.htm

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Internal Investigations Training and Policy

PDF link

POLICY

The University requires training of investigators and the documentation of investigation procedures.

Each University investigative unit is to develop internal investigative procedures for review and approval by the University Office of Risk Management.

Each investigative unit is to ensure that at least one supervisory level employee is trained and certified through the Office of the State Human Resources Director Investigator Training Program or other comparable training program. Contact Human Resource Services or refer to the State Human Resources training website for information regarding investigative training:

http://www.hr.wa.gov/

Investigations are not to be conducted without approval from the University department having jurisdiction in the identified area of investigation. See "Investigation Units" below for a list of University units responsible for conducting investigations.

APPLICABILITY

This policy applies to investigations conducted by university departments whose duties include interviewing witnesses, obtaining documents, or otherwise gathering information that may be used in enforcement or disciplinary actions or proceedings where there is potential for substantial civil or criminal remedies or penalties to be imposed.

This policy does not apply to commissioned law enforcement officers, employees who conduct checklist inspections or review application materials for eligibility purposes, and employees whose investigative duties involve simply obtaining documents.

INVESTIGATION UNITS

The following areas have investigative functions and are responsible for complying with this policy. Other unlisted units meeting the requirements indicated under "Applicability" are also responsible for policy compliance. Links to related procedures are provided when available.

Office for Equal Opportunity

Discrimination and Sexual Harassment

http://public.wsu.edu/~forms/HTML/EPM/EP15_Discrimination_and_Sexual_Harassment.htm

Environmental Health and Safety

Accident Investigation

http://www.wsu.edu/manuals_forms/HTML/SPPM/2_General_Workplace_Safety/2.26_Investigating_Accidents.htm

Human Resource Services

Faculty Misconduct

http://facsen.wsu.edu/faculty_manual/

Staff Misconduct

Workplace Violence

http://public.wsu.edu/~forms/HTML/BPPM/50_Safety_and_Security/50.30_Workplace_Violence_and_Bullying.htm

Information Technology Services - Security Unit

Computer Investigations

Internal Auditor

Irregularity Investigations

http://public.wsu.edu/~forms/HTML/BPPM/30_Finance/30.12_Internal_Audits.htm

Whistleblower Investigations

http://public.wsu.edu/~forms/HTML/BPPM/10_Organization/10.20_Improper_Governmental_Actions_Whistleblower_Act.htm

Ethics Investigations

http://public.wsu.edu/~forms/HTML/BPPM/10_Organization/10.22_Possible_Ethics_Violations.htm

Student Conduct

Student Misconduct

http://apps.leg.wa.gov/WAC/default.aspx?cite=504-26

Vice President for Research

Misconduct in Research

http://facsen.wsu.edu/faculty_manual/

http://officeofresearch.wsu.edu/Documents/PDF/MisconductPolicy.pdf

50.30_Workplace_Violence_and_Bullying.htm

Posted in:SAFETY AND SECURITY

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POLICY

The University is committed to maintaining an environment that is free from all acts or threats of violence perpetrated by or against employees, students, or members of the public, including workplace bullying.

While on University property or while conducting University business at other locations, each employee, student, or representative is prohibited from subjecting any other employee, student, or individual to any violence or threat of violence.

Retaliation Prohibited

Retaliation against any person for bringing forward or participating in the investigation of a complaint under this policy is prohibited. Such acts may form independent grounds for taking appropriate corrective or disciplinary action.

Retaliatory acts must be immediately reported to Human Resource Services (HRS).

Applicability

Except where otherwise indicated, this policy applies to:

All levels and areas of University operations and programs;

Students;

Faculty;

Staff; and

Visitors, volunteers, and all other personnel.

RESPONSIBILITIES

All Individuals Noted Above

All individuals as noted above:

Must refrain from workplace violence.

Must refrain from bullying behavior.

Are encouraged to seek assistance to resolve personal issues that may lead to workplace violence.

Employees and Volunteers

All employees and volunteers:

Are prohibited from possessing on their person or otherwise any firearms, explosives, dangerous chemicals, or other dangerous weapons or instrumentalities at any University campus or location.

This prohibition does not apply to:

Possession of such items for authorized University purposes.

Possession of such items by employees who are authorized law enforcement officers.

Lawful possession of firearms in privately-owned vehicles while on any University campus.

Employees who have obtained prior written approval to possess such items from the University Chief of Police or any other person designated by the President of the University.

Employees lawfully possessing firearms or dangerous weapons may travel to and from University-provided weapon storage facilities.

Rules applicable to students are available in WAC Chapter 504-26. Rules applicable to the entire campus community are available in WAC Chapter 504-31.

WORKPLACE VIOLENCE

Defining Workplace Violence

Workplace violence includes physical assault, or threatening, intimidating, or abusive conduct. A single act may constitute workplace violence if it is especially severe or egregious. If a manager or supervisor is unsure whether a particular act constitutes workplace violence, she or he should contact HRS.

Procedures

Urgent or Direct Threat, or Violent Incident

Any employee who perceives an immediate threat of bodily harm should:

Call 911.

Disengage and evacuate the area.

Isolate the threatening individual if it is safe to do so.

Notify HRS and the supervisor.

Do whatever is reasonable to keep other employees from potential harm.

Hostile Intruders

University Police have prepared special guidelines for extreme situations, i.e., when hostile intruders cause death or serious bodily injury, or when there is a real threat of death or serious bodily injury. Refer to the "Emergency Action Plan" on 50.30.5-7. The guidelines are formatted to facilitate printing and posting on bulletin boards.

Emerging or Potential Threat

If a situation has the potential for becoming violent over time, call the University campus or local police department, as appropriate, and report the incident to HRS. (See below.)

Employee/Manager/Supervisor Responsibilities

Employees

Employees must report any incident of workplace violence to an immediate manager or supervisor. NOTE: Repeated unfounded complaints of workplace violence may constitute misconduct or employee abuse.

If the immediate supervisor or manager is the perpetrator of the violence, the employee reports the incident to the next level higher supervisor or to the campus HRS office.

Managers/Supervisors/HRS/Police

Personnel are to contact the University campus or local police department as indicated above, depending on the nature of the incident.

The appropriate manager, supervisor, the campus HRS office, or the University campus or local police department is responsible for promptly investigating the incident and recommending appropriate action. (HRS offices are located at the Pullman, Spokane, Tri-Cities, and Vancouver campuses.)

Workplace Violence Incident Report

The manager or supervisor must route a completed Workplace Violence Incident Report form to the campus HRS office. To obtain copies of the form, complete and/or print the blank master on 50.30.8.

Injury or Illness

If an injury or illness results from the workplace violence incident, the manager or supervisor must also complete an online Incident Report within 24 hours. See SPPM 2.24.

Victims of physical injuries should be examined by medical personnel. Injuries should be reported.

Suspected Criminal Activity

The manager or supervisor is to report any incident involving suspected criminal activity to the University campus or local police department for assessment and/or investigation.

Additional Reporting Requirements

HRS is responsible for notifying Student Affairs and Enrollment when an incident involves a student. When suspected criminal activity is involved, HRS notifies the Office of the Provost or the office of the appropriate vice president.

Protection or Restraining Order

An employee who obtains a protection or restraining order that lists a University location as a protected area must immediately provide a copy of the order to his/her supervisor, the campus HRS office, and the University Police Department or local police department.

Sanctions/Consequences

Violent action on University property or facilities, or while on University business, is not tolerated or ignored. Individuals who engage in violent or threatening behavior may be:

Removed from the premises;

Subject to corrective/disciplinary action, up to and including dismissal or expulsion; and/or

Subject to arrest and criminal prosecution.

WORKPLACE BULLYING

Defining Workplace Bullying

Workplace bullying refers to repeated, unreasonable actions of individuals (or a group) directed towards an employee (or a group of employees), which intimidate, degrade, humiliate, or undermine; or which create a risk to the health or safety of the employee(s).

Employee/Manager/Supervisor Responsibilities

Employees

Employees are strongly encouraged to report any incident of workplace bullying to an immediate manager or supervisor. NOTE: Repeated unfounded complaints of workplace bullying may constitute misconduct or employee abuse.

If the immediate supervisor or manager is the perpetrator of the bullying, employees are strongly encouraged to report the incident to the next level higher supervisor or to the campus HRS office.

Managers/Supervisors

Managers and supervisors who witness or receive a report of workplace bullying should contact HRS.

Sanctions/Consequences

Workplace bullying on University property or facilities, or while on University business, is not to be tolerated or ignored. Individuals who engage in workplace bullying may be subject to corrective and/or disciplinary action, up to and including dismissal or expulsion, or other action as determined appropriate by the appointing authority, in consultation with HRS.

See PDF guidelines:
50.30.5-7: Emergency Action Plan--Hostile Intruder Response
Print as needed.

See the PDF form:
50.30.8: Workplace Violence Incident Report
Complete and/or print as needed.

EP25_Emergency_Management.htm

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Executive Policy on Emergency Management and Safety Plans

PDF link

Washington State University is committed to comprehensive emergency management and public safety planning to encompass all campuses, research stations, and other facilities throughout the state. Emergency plans are to be structured so they can be implemented with emergency management programs of federal, state and local jurisdictions when needed. The principal functions of emergency and public safety plans and procedures are to protect students, faculty, staff, visitors and animals from natural and human-caused emergency or dangerous events; to safeguard critical infrastructure, facilities, environment, essential records, and research; and to facilitate resumption of operations as soon as practicable. Development, adoption, and administration of the structure and guidelines for emergency and public safety plans and the policies to implement or support such plans are the responsibility of the Vice President for Business and Finance.

The primary guidance and policies for preparedness, response, recovery, and mitigation of major emergency situations are contained in the Comprehensive Emergency Management Plan. The Comprehensive Emergency Management Plan must include policies, plans, and procedures that support the University's ability to manage a wide range of potential natural and human-caused emergent situations. Following the same format, regional campuses adapt the Comprehensive Emergency Management Plan to meet their specific capabilities and needs. Within a common structure and guidelines, all campuses, colleges, divisions, departments, units, and offices are to prepare Emergency Response Plans and Continuance of Operations Plans specific to their needs. See BPPM 50.39.

Emergency Management Plans are to be consistent with the National Incident Management System (NIMS) for the management of all significant emergency incidents on WSU campuses and facilities in the state. NIMS is to be incorporated into all emergency preparedness, response, recovery, and mitigation documents and guidelines. Use of NIMS also provides for a smooth integration of University emergency operations with those of local, community, county, state, and federal emergency operations as needed. Appropriate personnel within the University are to train, exercise, and utilize the emergency management principles as outlined in NIMS.

The primary guidance and policies for public safety responsibilities at each campus is the Campus Safety Plan. Each Plan must include, but is not limited to, the safety elements required by state and federal campus safety laws, including policies and procedures required by the Clery Act, as amended, and its implementing regulations, the Higher Education Opportunity Act of 2008 and RCW 28B.10.569. Within the common structure and guidelines developed by the Office of the Vice President for Business and Finance, each campus is to develop, and annually publish and distribute by October 1, a comprehensive Campus Safety Plan, which includes the Annual Security/Fire Report required by the Clery Act, specific to the campus and respective constituencies.

EP24_WSU_Sustainability_Initiative.htm

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Washington State University Sustainability Initiative

PDF link

VISION

Washington State University seeks to provide an exemplary teaching, research, and outreach environment that fosters the conservation of natural resources, supports and enhances social responsibility, addresses community and economic development, and follows environmental, social, and economic practices.

POLICY

Washington State University is committed to improve its performance in sustainability in all areas of operations to meet the needs of current generations without impairing the ability to meet the needs of future generations. Washington State University will develop appropriate systems for managing environmental, social, and economic sustainability programs with specific goals, objectives, priorities, and processes. In addition, Washington State University will continue to support the present Environmental Management System and its principles to manage environmental challenges on the Pullman Campus and extend them to other WSU campuses and locations. This policy will help Washington State University meet its responsibility to prepare students, staff, and faculty to proactively deal with the environmental, social, and economic challenges facing humanity.

SUSTAINABILITY AND UNIVERSITY GOALS

Washington State University seeks to continually improve and increase its capacity to teach, and conduct research and outreach in sustainability and is committed to practice sustainability and environmental management system principles to support the following WSU Strategic Plan goals:

Goal 1

Achieve national and international preeminence in innovation, discovery, and creativity.

Goal 2

Provide a premier education and transformative experience that prepares students to excel in a global society.

Goal 3

Lead in relevant local, national, and global outreach and engagement.

Goal 4

Embrace an environment of diversity, integrity, and transparency.

PRINCIPLES

The incorporation of sustainability principles will increase awareness of environmental, social, and economic sustainability; create an institutional culture of sustainability; educate for environmentally, socially, and economically responsible citizenship; foster sustainability literacy for all; practice institutional ecology; develop interdisciplinary collaborations; involve all stakeholders; and support the goals and objectives of Governor's Executive Order 05-01.

Environmental management system principles will be implemented through the University's operations and facilities; be utilized to plan, design, construct, and operate WSU facilities; provide a framework to monitor progress and continual improvement to meet environmental regulations; be utilized to meet sustainability and pollution prevention goals which follow the hierarchy of prevention, recycling/reuse, treatment and disposal; and be documented, implemented, maintained, and communicated to its employees and the public.

IMPLEMENTATION

To realize the maximum potential to Washington State University, administrators, faculty, staff, students, and other stakeholders will form a collaborative team to develop the sustainability programs. The President has appointed a Sustainability/and Environment Committee (SEC). The SEC will provide the leadership and guidance in the planning, development, organization, and implementation of the programs supporting the Washington State University Sustainability Initiative.

EP22_Regents_Real_Estate_Policy.htm

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Washington State University Board of Regents
Real Estate Policy

PDF link

In accordance with the provisions of RCW 28B.10.020, 28B.30.095 and 28B.30.150, the Board of Regents (the "Regents") of Washington State University (the "University") has the power and authority to acquire, dispose, manage and control all property of the University. The President of the University and the Vice President for Finance and Administration have been delegated specific authority with regard to matters pertaining to the general business and financial affairs, organization and management of the University. Responsibility for strategic planning, development, construction and maintenance of all University real estate property rests with the Office of Finance and Administration.

All University real estate (land, buildings, air rights, water rights, timber rights, and mineral rights) is owned by Washington State University, not by the administrative unit that is assigned, occupies, or otherwise uses the real estate. The acquisition, disposal, and leasing of all University real estate is conducted in accordance with procedures established by the Office of Finance and Administration. Lease or rental income and proceeds from the sale of University real estate are deposited to the University real estate account to cover overhead costs of real estate office operations and to be used for future real estate transactions.

The University is expected to maximize the productivity of its real estate assets. The Office of Finance and Administration will conduct a periodic review of properties with each of the Deans and Vice Presidents to ensure property needs continue to be met by the existing portfolio or identify where changes need to be made. Acquisitions and gifts of property are expected to support a University mission or academic program need. All acquisitions and gifts of property, including those from the WSU Foundation, must be approved by the Vice President for Finance and Administration. Disposals occur after it is determined that it is in the best interest of the University to sell a property and proper authorization is secured. The Vice President for Finance and Administration will keep the Regents informed of real estate transactions.

EP21_University_Domain_Name_Policy.htm

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University Domain Name Policy

PDF link

BACKGROUND

Internet addresses, including domain names, are an important part of electronic communications practices. The structure and use of domain names by University entities and officially associated organizations reflect their relationship with the University.

PURPOSE

Washington State University has a legal interest in the use of its name and associated trademarks, including those contained or portrayed in domain names. This policy is intended to insure that domain names available through the WSU domain name service promote WSU, its programs, and activities.

POLICY STATEMENT

Only specific servers directly authorized by central information technology departments (WSU IT in Pullman, Information Services in Spokane, Tri-Cities, Vancouver, College of Nursing, etc.), hereafter referred to collectively as Central IT/IS, will be allowed to operate on the WSU network as Domain Name Servers (DNS). Central IT/IS reserves the right to disconnect Domain Name Servers that do not strictly comply with all policies.

Only primary domain names of wsu.edu or .org shall be registered within the authoritative Domain Name Server at Washington State University. All other primary domain names such as .com, .net, .biz, etc., will not be registered in the WSU domain name server.

Central IT/IS is responsible for approving domain name requests where the primary domain name is wsu.edu.

In general, domain names that support activities tied to WSU's educational mission shall be of the form wsu.edu. Other websites must qualify for inclusion as a .org as outlined in number 6 and 7 below. Those that fail to qualify shall not reside in the WSU domain name server.

Domain names of the form xxxxx.wsu.edu (or xxxx.xxxx.wsu.edu) should be used by all official University websites, including those of colleges, departments, and other units of the University, as well as faculty or staff performing University functions for use on the Internet. Domain names should accurately describe the activities or programs to which they refer.

The Domain Name Review Committee is responsible for reviewing and recommending approval or disapproval to the appropriate Central IT/IS manager for domain name requests where the primary domain name is .org. The committee will also serve in an advisory capacity to the appropriate Central IT/IS manager as needed.

Domain names of the form .org must meet the following criteria:

Directly serve the mission of Washington State University.

Not a for profit entity.

Follow all federal, state, local and University laws or policies.

Represent a legitimate organization with a bona fide relationship to WSU (e.g. ASWSU sanctioned club, etc.).

Do not qualify under the criteria for wsu.edu as stated in #5 above.

All existing domain names outside of the wsu.edu name space must comply with this policy. Owners of domain names not within the scope of the policy must either seek an exception to this policy, request a new sub-domain name within the wsu.edu name space (e.g. wsu-department.com might change to department.wsu.edu), or remove their services from wsu.edu.

Domain forwarding as provided by an external service provider is not specifically excluded. Those utilizing this methodology are cautioned to ensure that any on-campus resources that are accessed comply with all applicable laws and policies to include Appropriate Use (Executive Policy #4), the ethics laws of the State of Washington, and do not result in liabilities to the University.

Any domain name registered in the WSU DNS that is not accessed by network query for two months may be terminated.

Washington State University reserves the right to rescind any listing within its authoritative domain name server. Network service may be removed from the machine(s) that host the domain name(s) in question pending review. See University Network Policies (Executive Policy #16).

PROCEDURES

To request a new wsu.edu domain name -- Contact the appropriate Central IT/IS manager. He/she is responsible for approving/disapproving initial requests.

To appeal a denied wsu.edu domain name -- The requestor should submit additional written information or clarification in support of the request to the appropriate IT/IS manager and request a review by the Domain Name Review Committee.

To request a new .org domain name -- Submit a written request to the appropriate IT/IS manager. He/she will send the request to the Domain Name Review Committee. The Committee will inform the IT/IS manager of their recommendation within 30 days of the date of the request.

DEFINITIONS

Domain forwarding -- Domain forwarding occurs when a registered domain name such as example.org is entered into a DNS server that is external to the actual location of the web site associated with the domain name. The external DNS server forwards web requests to the computer system actually hosting the web site. For example, if example.org was a registered domain name and was associated with a particular DNS server for forwarding purposes, then a user trying to view example.org would have his request "forwarded" to a second computer where the actual web site exists. The domain forwarding DNS server acts a middleman to redirect traffic to a computer system that does not have its own DNS server.

Domain name -- The common, word-based identifier for a specific computer system. Examples would be wsu.edu, microsoft.com, or redcross.org. The right-most portion (.edu, .com, or .org) is called the primary domain name or top-level domain name. Other primary domain names include .biz, .info, .mil, .gov, etc. The portion to the left of the primary domain name is called a second-level domain name. In the example above, wsu, microsoft, and redcross are second-level domain names. Second-level domain names are registered with various governing associations. Moving further to the left would result in sub-domain names. Example of sub-domain names would be stat.wsu.edu, ansci.wsu.edu, vancouver.wsu.edu, or spokane.wsu.edu. The registered owner of the second-level domain name that it is associated with controls sub-domain names.

Domain Name Review Committee -- The appropriate IT/IS manager will chair the committee, with a representative from WSU Marketing and Creative Services and the Attorney General's Office as members.

Domain Name Server (DNS) -- A computer system running a Domain Name Service. Often, such computers are dedicated to DNS activities and are simply referred to as DNS servers or just "the DNS." Many registered holders of second-level domain names will operate and maintain their own DNS server. The computer at WSU identified as centaur (IP address 134.121.2.54) is the primary WSU DNS server. Entries into the DNS are used to match up common alphabetic domain names such as stat.wsu.edu or example.org with the unique numeric identifier, which allows outside computers to connect and establish web activity.

Domain Name Service -- A special computer application that translates domain names into a unique numeric identifier, which is used for computer-to-computer communications. Because domain names are alphabetic, they're easier to remember. The Internet however, is really based on worldwide, unique numeric identifiers (IP Addresses). Every time you use a domain name, a DNS server must translate the name into the corresponding IP address. For example, the domain name www.example.com might translate to 192.0.34.166.

IT/IS Manager -- The person responsible for servers directly authorized by IT/IS departments (WSU IT in Pullman, Information Services in Spokane, Tri-Cities, Vancouver, College of Nursing, etc).

Name space -- Name space, or domain name space, is an inverted tree containing a set of nodes, such as com, edu, org, net, gov, mil, arpa, etc. Each node represents a domain. Everything below a node falls into that domain. WSU belongs to the edu node/domain. Similarly anyone at WSU that uses wsu.edu as part of its host name falls into the WSU domain/node and is part of WSU's domain name space.

EP20_Alcohol_and_Drug_Policy.htm

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Alcohol and Drug Policy

PDF link

Washington State University by policy aims to eliminate alcohol and drug abuse and to educate the University community on relevant laws and consequences. This policy provides consistency and clarity on the permitted use and enforcement of alcohol laws and statutes on all WSU properties statewide.

In compliance with the Drug-Free Schools and Communities Act Amendments of 1989, the University has drug and alcohol abuse prevention policies and programs. WSU's policy prohibits the unlawful possession, use, or distribution of illicit drugs or alcohol on University-controlled property. In addition, WSU complies with the Drug-Free Workplace Act of 1988. This program provides educational and training programs and prohibits the use of controlled substances in the workplace.

The University strictly enforces state of Washington laws regarding alcohol and does not tolerate the illegal use, possession, or sale of intoxicating beverages. Existing state laws enforced include, but are not limited to, those concerning the checking of identification cards, minors in possession, furnishing alcohol to minors, possession of open containers, driving under the influence, and exhibiting unruly or intoxicated behavior.

Consumption or possession of alcohol in public areas of any University-owned or -controlled property is prohibited except when those who are 21 years of age or older are participating in a sponsored event for which there is an alcohol license or banquet permit. Serving alcohol at University events is governed by the following policies:

When WSU events are held at private venues, individuals may purchase spirits from private vendors.

When private parties rent WSU facilities including those in the Compton Union Building, beer, wine, and distilled spirits may be served in accordance with state law.

On football game days, the following policies will be followed:

Beer, wine, and distilled spirits sales and service will begin no earlier than three hours prior to kickoff, and will end no later than the end of the game. Plans for alcohol sales and service in all locations are subject to review and approval by the President or the President's designee prior to initiation.

Identification will be checked for everyone who is served or purchases alcohol at any University facility or event site and individuals who are 21 or older may be issued a wrist band or other suitable designation that they are of legal drinking age. In the absence of such designation, identification will be appropriately checked for all purchases or service of alcohol.

Additionally, WSU does not permit any form of broadcast or print advertising from spirit or beer companies in any of its facilities, including in the Fieldhouse prior to football games. This policy does not pertain to advertising in the student-operated newspaper, The Daily Evergreen.

Certain forms of promotion may be allowed upon approval from the Vice President for Finance and Administration. The use of the WSU Trademarks and logos in association with promotion and/or marketing of alcohol is strictly prohibited without submission to the WSU Trademarks office for approval.

Additional alcohol policies apply to current WSU students and are administered by the Office of Student Standards and Accountability and by Counseling Services. Follow these links for more information:

http://standards.wsu.edu/for-students/alcohol-and-drug-policy/

http://adcaps.wsu.edu/dfsca

EP19_Permissible_Uses_of_WSU_Leased_Lands.htm

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Permissible Uses of
Washington State University Leased Lands

PDF link

The Washington State University Board of Regents has full authority over Washington State University property. Pursuant to this authority, Washington State University property is sometimes leased to other persons or entities. This policy outlines the permissible uses of such leased lands.

Lands leased from Washington State University shall be utilized by the lessee only for the purposes for which such lands are leased (e.g., agricultural use, commercial use).

Lands leased from Washington State University shall not be used for hunting and/or fishing. Such leased lands may be used for other outdoor recreation if the Vice President for Finance and Administration finds that the land has potential for outdoor recreation, and the use for which the land is leased is compatible with such outdoor recreation. In general, leases for commercial use, agricultural production, or grazing are not compatible with outdoor recreation if there is a potential that such recreation could damage crops or farm animals, ground cover, improvements to the land, the lessee, or the general public, or if there could be undue interference with carrying forward a University program. The Vice President for Business and Finance will review any finding regarding the outdoor recreation potential of a particular parcel of land, or any finding regarding whether the use to be made of a particular parcel of land is compatible with outdoor recreation.

The Washington State University Board of Regents believes this policy is necessary to minimize the risk of damage to Washington State University lands, and of harm to the general public.

Authority: RCW 28B.30.150; RCW 28B.30.325

EP11_Post-Season_Athletic_Competitions_and_Events.htm

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Executive Policy #11
Revision Approved November 29, 2011

Post-Season Athletic Competitions and Events

Attendance, Travel, Souvenirs, and Team Gifts

PDF link

RCW 28B.10.703 provides that the University has the statutory authority to establish programs for intercollegiate athletic competition and to participate in athletic conferences. As a member of the PAC-12 Athletic Conference, the University may participate in post-season competitions for which it qualifies.

The business of the University is education; the carrying on of an athletic program is an important element in the education process. An athletic program is important to the institution and the student body. For college students, athletics offers an opportunity to develop leadership skills, learn teamwork, build self-confidence, and perfect self-discipline. In addition, for many students physical skills are a passport to college admission and scholarships.

It is important for the University to support student athletes and to use athletic events to promote the University. The following shall constitute a part of the program of achieving these goals.

OFFICERS, DEANS, PROFESSIONAL STAFF, TEMPORARY EMPLOYEES, AND FACULTY

All University officers, deans, professional staff, temporary employees, and faculty, if required by the President, shall attend designated post-season athletic events as part of their official duties and represent the University, engage in development activities for the University, support University athletes, monitor academic welfare and compliance with University, Conference, and NCAA regulations, and perform other functions as directed by the President. At the Athletic Director's discretion, in consideration of an individual's performance of his or her regular duties as well as any additional responsibilities placed on an individual when she or he attends a designated athletic event, she or he may elect to bring his or her partner to the event. Additionally, Athletics Department personnel in the above-listed categories may bring their dependent minor children to the event. The University may pay as compensation all costs associated with bringing a partner and, for Athletics Department personnel, the minor dependent children, to an event and its related activities in accordance with University travel regulations and, where relevant, NCAA and/or Conference regulations.

Compensation paid by the University shall not exceed costs associated with bringing the partner and minor dependent children to the event and related activities, which may include but not be limited to airfare, other travel costs such as a rental car or bus fare, lodging, subsistence, and cost of admission to the competition and all related events.

Family travel expenses shall be paid in accordance with applicable IRS regulations.

REGENTS

Regents and a partner and minor dependent children may attend post-season athletic events as part of their official duties and receive travel expenses from the University in compliance with applicable University and state laws, regulations, or policies.

Family travel expenses shall be paid in accordance with applicable IRS regulations.

VOLUNTEERS

Whenever the University President or Director of Athletics believes it is in the best interest of the University to use volunteers to perform functions on behalf of the University at University events, the Director or President will execute an agreement with the volunteer articulating the rights and responsibilities of both parties. A volunteer may be allowed to attend a post-season athletic event and, so long as the volunteer provides a service to the University, his or her travel expenses and that of his or her partner and minor dependent children will be paid for by the University in a manner similar to those paid for University employees, in compliance with the applicable University policies, and, where relevant, NCAA and/or Conference regulations.

CLASSIFIED EMPLOYEES

Whenever the University President or Director of Athletics so directs, classified employees (civil service and collective bargaining unit covered employees) may be required to attend post-season athletic events as part of their official duties. In the event they are required to attend such events, the University shall cover all travel expenses in compliance with the applicable University policies and, where relevant, NCAA and/or Conference regulations.

STATEWIDE ELECTED OFFICIALS, LEGISLATORS AND STAFF

The University President may invite a statewide elected official, a state legislator, and/or staff members to make an appearance at post-season competitions in relation to his/her official duties as a

representative of the state of Washington. Such individuals may be allowed to travel on the University charter plane and to receive competition tickets and tickets to related events, provided that the legislators and staff pay all costs of their own travel, including the face-value of all tickets provided by the University.

SOUVENIRS AND TEAM GIFTS

In accordance with RCW 41.60.150, the University may award team gifts and other commemorative items from a post-season competition to University officers or employees. Under RCW 41.60.150-.160, recognition awards are limited to a value of $200 and may not be awarded to the University President. The recognition award limit does not apply to uniform items and other apparel provided to Athletics staff as part of their official appearance at the post-season competition and related venues.

EP10_Summer_Session_Tuition_and_Services_and_Activities_Fees_Policy.htm

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Executive Policy #10
Approved by Board of Regents, November 16, 2001

Summer Session Tuition and
Services and Activities Fees Policy

PDF link

POLICY

Summer session tuition and fees and Services and Activities Fees are based on the preceding academic year's part-time rates.

Summer Session Tuition and Fees

The summer session tuition and fees per credit hour:

for resident undergraduate students, are the same as for part-time undergraduate residents during the previous academic year;

for resident graduate students, are the average of the previous academic year's graduate and undergraduate rates for part-time resident students;

for non-residents, both undergraduate and graduate, are $10 more per credit hour than for residents.

Services and Activities Fees

The Services and Activities Fee portion is to be the same for all students and be equal to the rate for part-time resident undergraduates during the previous academic year.

EP9_Facilities_Names_Policies_and_Procedures.htm

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Facilities Names Policies and Procedures

PDF link

1.0 FUNCTION OF THIS DOCUMENT

This document provides guidelines to be used for requesting that a University facility be named after an individual, group of individuals, or organization, including requests that may involve prospective donors, and lists criteria for naming University facilities, including the assignment of temporary names (see 3.3). The guidelines here will be cited and applied by the University Facilities Names Committee, a Presidential committee, in making recommendations to the President and Regents of the University for the naming of a University facility. These guidelines and procedures apply only to the naming of University facilities; these include buildings, grounds, roads, and rooms or spaces within University facilities.

2.0 DEFINITIONS

In this document, the term "major facility" refers to buildings, building additions, roads, and significant open spaces. The term "minor facility" refers to spaces that are within major facilities. The guidelines in this document do not apply to the naming of scholarships, fellowships, professorships, colleges, departments, programs, centers, institutes, and other similar or like naming opportunities.

3.0 CRITERIA FOR NAMING

3.1

The primary criteria for naming a major or minor facility after an individual, group of individuals, or organizations shall include but not be limited to:

Substantial impact upon the University as member(s) of its faculty, staff, administration, or governing board;

Personal achievements as alumni/alumnae of highest distinction in an academic, professional, or public service role, while maintaining close ties with and providing significant support to the University; or

In the case of naming a major facility for a donor, a substantial, irrevocable, financial contribution equivalent to at least 50 percent of the replacement or construction costs of a facility, with the timing of funding specified in a gift use agreement.

In the case of naming a minor facility for a donor, a substantial contribution toward equipping and/or remodeling the facility as well as an endowment for operating and/or recapitalization expenses. In general, minor facility names will be assigned for a designated period of time, in keeping with the expected tenure of the facility's function.

3.2

The University reserves the right to refuse a naming request or to reverse a naming decision should the individual, group of individuals, or organizations after which the building is named or is to be named, be shown to have rejected values that preserve human dignity and/or the educational ideals of the University, or in the case of a facility named after a donor, failure to fulfill the terms of the gift use agreement.

3.3

Major facilities will be assigned temporary names to indicate function until a permanent name is assigned (see 4.3).

3.4

Named colleges, departments, programs, centers, institutes, and other similar or like naming opportunities, may be housed in facilities that are also named. In this case, the assigned name of the building will appear on the building face and external sign, with named programs indicated as dictated by signage standards of the University's Capital Planning and Development unit.

3.5

The name on a facility to be destroyed by casualty, demolished, vacated, sold, or replaced will not automatically be transferred to a new facility. In such cases, a request must be submitted in order to recommend a name for the replacement facility.

3.6

If a building has been renovated and/or repurposed, the building may be renamed.

3.7

Any request to rename, add, or remove a name from a facility should include documentation pertaining to the original naming, if available, and subsequent name change proposal. If it is proposed that a facility be renamed, a second name be added, or name be removed, WSU representatives will inform, in advance, the original donor or honoree and/or their immediate family, if possible. Naming rights will not usually extend beyond the normal life of the building. There may be recognition of earlier donors or honorees in an appropriate location.

3.8

Exceptions to this policy must be approved by the President and the Regents of Washington State University.

4.0 PROCEDURE FOR REQUESTING A NAMED FACILITY

4.1

All facility naming requests should be directed to the Chair of the University Facilities Names Committee and include the following:

A memorandum giving the particulars of the naming request that includes rationale for the naming, referring to relevant criteria in 3.0 above;

Supporting information about the individual, group of individuals, or organization for which the facility is to be named;

At least two letters of support for this request from faculty, staff, students, or alumni as appropriate, and one letter from the administrator of the unit to be renamed and one letter from the area administrator (Dean, Vice President, or Chancellor); and

Any other information that may be relevant to the potential implementation of the request.

4.2

Facility naming requests that are primarily in response to major financial contributions from donors (see 3.1 and 3.2) should be directed to the Facilities Names Committee accompanied by an endorsement from the Vice President for Advancement or designee, in consultation with the President as appropriate. No discussion with prospective donors should occur without prior review and agreement of the Vice President for University Advancement and the University President.

4.3

Requests to assign a temporary name to a facility should be forwarded to the Facilities Names Committee when a new building is funded for design or when an existing building with a functional name is assigned a new function:

When a new building is funded for design or an existing building is vacated/assumes a new function, the Vice President whose responsibilities cover the function of this building or his/her designee should contact the Facilities Names Committee and propose a temporary name for the building in question.

Should the Facilities Names Committee note that there is a new facility that requires a temporary name assignment or a vacated facility which requires a temporary name assignment, the committee will notify the President's Office requesting that the appropriate Vice President or designee be asked to propose a temporary name to the committee.

4.4

Upon receiving a naming request, within 30 days the Chair of the Facilities Names Committee will convene the committee to consider the request, and the committee will make a recommendation to the President. Special requests that require a quick response may be handled by the committee between standing meetings via conference call or other electronic communication.

4.5

When the Facilities Names Committee recommends a name for a minor facility, the committee's recommendation will include: the proposed full name of the facility and a proposed Registrar's Code if appropriate. This information is forwarded to the President who makes the decision. Formal acknowledgement of the President's decision will be sent by the President's Office to the FNC Chair, with copies to the original requester, appropriate Vice President and Dean (if applicable), and the Offices of Capital Planning and Development and Finance and Administration.

4.6

When the Facilities Names Committee recommends a name for a major facility, the committee's recommendation will include the proposed full name, proposed signage, and proposed Registrar's code as is appropriate. This information is forwarded to the President who decides whether to accept the recommendation.

4.6a

If the President decides not to accept the recommendation, the President shall inform the committee chair who will in turn inform the party(ies) who made the request.

4.6b

If the President decides to accept the committee's recommendation he/she will forward the recommendation to the University Regents for approval. If a recommendation is forwarded to the Board of Regents, the President will inform the Chair of the Facilities Names Committee who in turn will inform the party(ies) who made the request.

4.6c

Formal acknowledgment of action on a naming recommendation that is forwarded to the Regents will be made in the minutes of a Regents Meeting. The President's Office will acknowledge this action with a letter to the Chair of the Facilities Names Committee, with copies to the original requester, the appropriate Vice President and Dean (if applicable), and the Offices of Capital Planning and Development and Finance and Administration.

4.6d

Implementation of the naming recommendation shall be carried out through the Office of the President in consultation with the Offices of Capital Planning and Development, Finance and Administration, and the WSU Foundation.

See the Facilities Naming Process Flow Chart
in the PDF version of EP9, page 5 of 5

EP7_University_Web_Accessibility_Policy.htm

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Executive Policy #7
Approved October 15, 2001

University Web Accessibility Policy

PDF link

PURPOSE

Washington State University is committed to providing equal access to Web-based information in accordance with Section 504 of the Rehabilitation Act of 1973 and the Americans with Disabilities Act. This ensures that University Web pages will be accessible by faculty, staff, students, and customers with disabilities. The Web Accessibility Policy will satisfy minimal accessibility standards for Web pages as defined by the World Wide Web Consortium (W3C), http://www.w3.org.

WEB ACCESSIBILITY POLICY STATEMENT

Public Web pages at Washington State University must satisfy priority level one checkpoints for accessibility as defined by the World Wide Web Consortium (W3C) and specified in Washington State University's Web Accessibility Strategies. Highest level and critical Web pages for the following groups must be accessible under this policy:

Washington State University academic and administrative departments, research facilities, extension and extended education units, and other official units and programs of the University.

The primary constituent organizations of the University; Faculty Senate, AP Advisory Council (APAC), ASWSU, and GPSA.

Otherwise as required for an accommodation.

RESPONSIBILITY FOR IMPLEMENTATION

Each department or University entity is responsible for identifying the Web pages, which must be accessible. For legacy Web pages, a prudent attempt must be made to achieve compliance as soon as possible. New Web pages must satisfy priority level one checkpoints.

Where compliance is not possible or may require extraordinary measures, the University's ADA Compliance Officer or designee may grant exceptions to this policy.

EP3_Salary_Accrual_and_Allocation_Adjustment_Policy.htm

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Salary Accrual and Allocation Adjustment Policy and Procedures

PDF link

POLICY

This policy and the related procedures apply to all positions assigned to funds included in the permanent budget level (PBL). They provide for pooling of turnover costs, leave payouts and periodic increments (PIDs) for most types of positions, while providing flexibility for deans to manage salary allocations for those instructional positions where staffing options are most variable.

A. ACCRUALS

Definition: An accrual is the difference between the allocation and the expense for a position. A positive accrual represents an allocation greater than expense, a negative accrual represents an expense greater than allocation. "Accruals" refers to positive accruals except where noted.

Areas retain all accruals from faculty and graduate assistant positions in WSU programs 05 (libraries) and 06 (instruction).

Ordinarily, accruals from new positions created with funds allocated from central sources will be captured centrally until the position is first filled.

Accruals resulting from transfers to grants (Programs 11A-14Y) are returned to the area.

Accruals resulting from employees on approved professional leave or approved leave without pay of more than 10 working days are returned to areas.

Negative accruals, including those from temporary positions, interact with area reserves.

Accruals produced when employees appointed to a permanent position are temporarily assigned to a University service appointment (Ombudsman, Senate Executive Secretary, etc.) are returned to areas.

Sick leave and annual leave payouts are paid from a central pool for PBL funded positions, except for areas that manage their own salary accrual pools (e.g. WSU Extension, Agricultural Research, etc.) and faculty and graduate assistant positions funded in WSU programs 05 and 06. For abolished positions, areas will pay for sick and annual leave payouts net of any accruals captured centrally after the position was last vacated.

Accruals for vacant classified, AP, and noninstructional faculty positions will be captured centrally for the first four months. Subsequent accruals will be returned to the area upon request. These requests will be honored at any time during the fiscal year. Accruals will be returned from the beginning of the fifth month of vacancy, or July 1st, whichever is later.

Accruals from phased retirement agreements will be retained by areas for those positions that normally accrue to central, if the accruals are requested in advance. Upon full retirement, vacancy accruals will be collected centrally up to the equivalent of four months of the full-time position value. Areas may then request subsequent accruals. If the position is abolished, the area will pay the difference between the leave payouts and any central accruals collected after vacancy.

Accruals from all other positions revert to a central pool.

B. ALLOCATION ADJUSTMENTS

Definition: Allocation adjustments are changes in the allocation for positions assigned to funds included in the permanent budget level (PBL).

Allocation adjustments interact with area reserves, unless funding is specifically provided from central sources (ex: a legislatively authorized salary increase).

Classified staff transactions that result in a change to funded FTE shall be calculated at the mid-step of the position.

Reclassifications between classified job classes are calculated at the lowest step (generally step "A").

Periodic Increments (PIDs) and Staff Turnover adjustments interact with a central reserve account.

All parts of the institution will adhere to the WSU Accrual and Allocation Adjustment Policy. Because of the unique budget systems of WSU Extension and Agricultural Research, these units have been temporarily exempted from certain portions of the policy.

The policy applies to each campus independently. Any funds captured centrally from the budgets of WSU Tri-Cities or WSU Vancouver will be expended for the benefit of the branch generating those funds. Similarly, leave buyouts and individual campus expenses will be paid by the appropriate campus pool.

Procedures, Records and Forms – Links

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WSU Policies, Procedures, and Regulations

Follow these links to access official WSU policies, procedures, and regulations:

EP00_Introduction_and_Table_of_Contents.htm

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Introduction

The Executive Policy Manual includes University policies approved by the appropriate governing body of University executive officers.

Contents of the Executive Policy Manual

HelpFile: Using and Printing the Executive Policy Manual
Policy Number	Name	Date Approved
EP1	Policy on Budget Responsibility	July 10, 2007
EP2	Policy for Allocating Facilities and Administrative Cost Recovery Revenue	May 20, 2011
EP3	Salary Accrual and Allocation Adjustment Policy and Procedures	October 8, 2008
EP4	Electronic Communication Policy: Policy on Electronic Publishing and Appropriate Use of Information Technology Resources	February 7, 2012
EP5	Policy Approval and Distribution	February 7, 2008
EP6	Policy on Risk Management	March 26, 2001
EP7	University Web Accessibility Policy	October 15, 2001
EP8	University Data Policies	December 5, 2007
EP9	Facilities Names Policies and Procedures	February 25, 2009
EP10	Summer Session Tuition and Services and Activities Fees Policy	November 16, 2001
EP11	Post-Season Athletic Competitions and Events: Attendance, Travel, Souvenirs, and Team Gifts	November 29, 2011
EP12	Equal Employment Opportunity and Affirmative Action Policy	February 17, 2010
EP13	Wireless LAN Policy	September 3, 2003
EP14	University Antivirus Policy	February 4, 2002
EP15	Policy Prohibiting Discrimination and Sexual Harassment	February 17, 2010
EP16	University Network Policies	September 3, 2003
EP17	Policy on Sales of Goods and Services	November 20, 1987
EP18	Computer and Network User Identification and Password Policy	December 2, 2005
EP19	Permissible Uses of Washington State University Leased Lands	September 19, 2003
EP20	Alcohol and Drug Policy	August 29, 2012
EP21	University Domain Name Policy	October 10, 2003
EP22	Washington State University Board of Regents Real Estate Policy	January 23, 2004
EP23	-- Policy Removed --	July 20, 2009
EP24	Washington State University Sustainability Initiative	January 9, 2009
EP25	Executive Policy on Emergency Management and Safety Plans	December 8, 2010
EP26	Internal Investigations Training and Policy	July 18, 2006
EP27	Washington State University Ethics, Conflict of Interest, and Technology Transfer	September 19, 2013
EP28	Policy on Faculty-Student and Supervisor-Subordinate Relationships	May 4, 2007
EP29	Policies and Responsibilities for the Operation of Multi-Campus Academic Programs	May 5, 2009
EP30	WSU Pullman Parking Ticket Disposition Policy	July 1, 2010
EP31	Washington State University Board of Regents Debt Management Policy	May 6, 2011
EP32	Facility Design Review Policy	August 15, 2011
EP33	Responding to Allegations of Research Misconduct	January 11, 2012
EP34	Distance Education Policy	July 15, 2013

Revised 9/27/13

EPHELP_Using_and_Printing_the_EPM.htm

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The Office of Procedures, Records, and Forms maintains an HTML version and a PDF version of the Executive Policy Manual (EPM).

Access both manual versions through an Internet connection.

The HTML version, written in Hypertext Markup Language (HTML), is formatted to resize itself to the dimensions of the user's browser window. HTML is the default language for all Internet browsers (such as Netscape), loads quickly, and requires no additional software to enable viewing.

The PDF version, written in Portable Document Format (PDF), maintains the size, font type and page format set by the publisher regardless of the dimensions of the user's browser window. View the PDF version of the EPM with Adobe Acrobat Reader (see below).

PRINTING PAPER COPIES

Procedures, Records, and Forms recommends that users maintaining paper copies of the Executive Policy Manual print from the PDF version only. Printed HTML documents vary in font size and page length depending on the default settings in the user's Preferences settings.

To speed up the printing time, we recommend downloading the policy and accessing it directly with Acrobat Reader. Printing time is increased when printing from Acrobat within your Internet browser.

Select File-->Save As from the top of your Netscape browser, or

Select the Disk icon (located just to the left of the Printer icon and just above the text screen) in your Internet Explorer browser.

Select Save As: Source

Select the directory/file where you want to place the policy file.

ADOBE ACROBAT READER

Adobe Acrobat Reader is needed to access the PDF version pages. Adobe distributes Acrobat Reader free-of-charge.

Click on the Adobe Acrobat Reader link at the bottom of the previous page to go to the Adobe download site. This program is free of charge.

Follow the instructions on Adobe's Acrobat Reader page to access download links for the Mac or Windows platforms.

We recommend that you print a hard copy of the Adobe installation instructions, to enable you to install the software correctly. These instructions are found on the lower half of the downloading page (the second Adobe page you come to, after you've chosen the platform/version of Reader you want to get).

IMPORTANT: After downloading Acrobat Reader to your hard drive, you must turn off your browser (File--> Exit from either Netscape or Internet Explorer) before you install Acrobat Reader.

USING PDF

Internet browsers attach Acrobat Reader as a plug-in in order to read PDF files. For ease of file loading and viewing, Procedures and Forms recommends downloading individual EPM sections in order to read them directly with Acrobat Reader.

Click on "PDF Link" at the top of each section (below the section title) to directly link to the PDF version of that section.

Moving Within a PDF Document

Click on the actively linked references to other EPM sections to go to those sections.

To move between documents, select the "Back" or "Forward" buttons at the top of the Internet browser.

To move within a PDF document, select the arrow buttons located directly above the text screen. Use the double arrows to move back or forward within the PDF document.

Print manual sections and/or forms as needed.

Moving Between the PDF and HTML Versions

To easily move between both formats (HTML and PDF), access the manuals first through the text only (HTML) version. Select active links, along with the "Back" and "Forward" buttons, to move between manual versions.

NOTE: PDF software enables links between PDF documents in the same file domain only. For example: references within the EPM to BPPM or SPPM sections, which are located in separate directories, are not actively linked within PDF version sections of the EPM.

USING THE SEARCH ENGINE

The search engine accesses HTML files in the Executive Policy Manual, Business Policies and Procedures Manual, and Safety Policies and Procedures Manual.

Click on the "Search Manuals" link near the top of the previous page to search any of the manuals for a particular subject, word, or phrase.

SHARPENING ONSCREEN TEXT AND IMAGE APPEARANCE

If text and images appear to be fuzzy,

Go to File-->Preferences-->General...

Turn off Smooth Text and Monochrome Images

This will sharpen up the on-screen images of PDF files you read.

NOTE: All PDF files will print clearly regardless of their on-screen appearance.

NEW 12/20/00

Procedures, Records and Forms – Proposed Washington Administrative Code Changes

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Proposed WAC Changes

The University is not proposing changes to the Washington Administrative Code at this time.

Procedures, Records and Forms – Staff

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Office Staff

Ralph Jenks
Director / University Records Officer / University Rules Coordinator
Monday - Friday
335-2004

Deborah Bartlett
Administrative Regulations Analyst
Monday - Friday
335-2005

Procedures, Records and Forms – Feedback

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10.35_Internal_Rule-Making_Procedures.htm

Posted in:ORGANIZATION

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Title 504 of the Washington Administrative Code (WAC) is the WAC chapter that contains the rules applying specifically to WSU. The University Rules Coordinator, located in the Office of Procedures, Records, and Forms, administers additions, amendments, and deletions to these rules.

ADDITIONS OR CHANGES

Initiating Department

Review Existing WAC Title 504 Rules

The state Code Reviser publishes the Washington Administrative Code, including WAC Title 504. A University department considering adding or repealing sections of WAC Title 504 or changing an existing section should review the current rules on the proposed subject in WAC Title 504.

To view the rules, select the WAC 504 link from the Procedures, Records, and Forms WSU Policies, Procedures, and Regulations web site at:

http://www.wsu.edu/~forms/links.html

Submit Rough Draft

The department seeking to add, repeal, or change sections of WAC Title 504 prepares a rough draft of the proposed rule and attaches an explanatory memorandum. The explanatory memorandum includes the following:

A description of the subject of the rule.

An explanation of the need for the rule.

A citation to the statute the rule is designed to implement.

Identification of other units or groups affected by the rule.

A statement of whether and how the proposed rule may affect small businesses.

If applicable, a statement of the environmental impact of, alternatives to, and justification for the proposed rule.

The name and telephone number of the departmental contact.

Signature of the administrator of the department requesting the rule, e.g., director, dean, executive officer.

The department sends the memorandum to:

Rules Coordinator
Office of Procedures, Records, and Forms
PO Box 641225
Pullman, WA 99164-1225

Submittal Deadline

NOTE: The department must submit a rough draft of proposed rule changes to the Rules Coordinator no later than seven months prior to the requested effective date. This lead time is necessary for completion of the University and state review process.

Initiating Individual

Any person may petition the University to request the adoption, amendment, or repeal of any WAC Title 504 rule. (RCW 34.05.330) The petition must include:

Text or description of the proposed rule or change,

Name, title, and number of the existing rule, if applicable, and

If requesting repeal of a rule, a description of the effects of repeal.

(WAC 82-05-010 through -050)

Submit the petition to the Rules Coordinator. See above.

Rules Coordinator (Initial Review)

The Rules Coordinator reviews the proposal and may seek clarification from the proposer or legal review by the University's Attorney General division.

Rule Preparation

The Rules Coordinator:

Reviews the rule proposal for consistency with existing WSU policies and rules.

Prepares a draft using appropriate language and format.

Consults with the Attorney General's Office.

Provides involved University managers and administrators with an opportunity to review and comment on the proposed rule.

Redrafts the rule proposal as necessary in response to suggestions from reviewers.

Coordinates review by the University executive officers.

Files appropriate forms with the state Code Reviser.

Coordinates review and approval by the Board of Regents.

Coordinates formal rule adoption in compliance with RCW 34.05. This formal process includes filing the rule with the state Code Reviser's Office, coordinating public hearings, assisting in preparation of the rulemaking file, collecting comments, and preparing responses.

The Rules Coordinator must complete the following formal process steps:

Arrange for publication of the notice of the hearing in the campus newspaper or other standard newspaper at least seven days before the hearing.

Mail copies of the rule to requesters.

Record the hearing.

Prepare a concise explanatory statement which includes reasons for adopting the rule, description of changes, summary of comments, and justification for the resolution to any comment issues.

Notifies the University community of final rule adoption and publication.

OUTDATED RULES

In order to keep WAC Title 504 current, the Office of Procedures and Forms manages a periodic review process.

First Review Request

When a rule has not been revised within five years of adoption, Procedures and Forms sends an Existing Section Review Request and a copy of the rule to the responsible administrators.

The administrators determine whether or not the rule requires updating or repeal if no longer needed. If the rule requires updating or repeal, administrators indicate the items to be changed or repealed on the review request form or attached copy. Each administrator returns the signed review request and section to Procedures, Records, and Forms by the "Respond By" date. The Rules Coordinator then initiates the process for making the requested changes.

Second Review Request

If Procedures, Records, and Forms receives no reply within one month from the first respond date, the office sends copies of an Existing Section Review Request and the rule to the responsible administrators and the unit's executive administrator.

90.78_Use_of_Social_Security_Number_on_Forms.htm

Posted in:RECORDS

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The Privacy Act of 1974 (P.L. 93-579) limits the circumstances under which governmental agencies may request social security numbers from individuals.

Whenever a University department designs a form that directly solicits a social security number from an individual, the form is to display a statement explaining whether the disclosure of the social security number is mandatory or voluntary.

DISCLOSURE WORDING

The Attorney General's Office suggests the following disclosure notice wording for forms requesting social security numbers directly from individuals.

Mandatory Disclosure

When social security number disclosure is mandatory, display the following notice on the form:

WSU requires disclosure of your social security number on this form. The authority for this mandatory disclosure is: (cite statute or regulation here). WSU will use your social security number for only the following purposes: (list purposes here).

Voluntary Disclosure

When social security number disclosure is voluntary, display the following notice on the form:

It is unlawful for WSU to deny to any individual any right, benefit, or privilege provided by law because the individual refuses to disclose his or her social security number except in very limited circumstances. WSU requests the voluntary disclosure of your social security number on this form. If provided, WSU will use your social security number for only the following purposes: (list purposes here).

FORMS NOT REQUIRING DISCLOSURE NOTICE

A limited number of University forms, e.g., the Personnel Action Form, require completion of a social security number field, but do not directly solicit disclosure of the signing individual's personal social security number. As such, these forms do not require the disclosure notices described above.

PROTECTING CONFIDENTIALITY

Since social security numbers are sometimes used for illegal and fraudulent purposes, the numbers are considered confidential. University departments are to safeguard forms containing social security numbers from disclosure and shred the forms at disposition. See 90.01.

University departments are not to include a social security number field on any form unless a bona fide need for the number exists.

QUESTIONS

Contact the Office of Procedures, Records, and Forms with questions regarding the use of social security numbers on forms.

90.12_Evidence_Preservation.htm

Posted in:RECORDS

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POLICY

Washington State University preserves all reasonably identifiable potential evidence when litigation has been filed or is reasonably anticipated.

Designation of a document (electronic or hard copy) or a tangible item as potential evidence does not presume that it will be considered admissible in a court of law or other forum.

Explanation

Court rules and case law require that litigants and potential litigants preserve all reasonably identifiable potential evidence in all forms when litigation has been filed or is reasonably anticipated or reasonably foreseeable. Failure to take reasonable steps to preserve records and other evidence could lead to significant sanctions by the courts. Instituting good faith measures and attempts to preserve records and other evidence is the cornerstone to preventing potential sanctions. This policy provides guidance and procedures concerning how the University satisfies these legal obligations.

Scope

This policy establishes evidence preservation procedures applicable in the event of litigation or potential litigation to which the University is a party. It also applies if University employees acting within the scope of their employment are parties. The policy applies to all documents and other potential evidence owned or under the control of the University or University employees. It requires preservation of potential evidence, including but not limited to electronically stored information (ESI) in its original (native) format, regardless of format or medium, when litigation is reasonably anticipated or is reasonably foreseeable.

Definitions

Electronically Stored Information (ESI)

Computer data or electronic recorded media of any kind that is stored in an electronic form that can be retrieved and examined. ESI may include information and/or documentation stored in various software programs such as: e-mail, Outlook, Word, Excel, Access, Publisher, PowerPoint, Adobe Acrobat, SQL databases, Web pages, voice mail systems, digital imaging systems, or any other software or electronic communication programs or databases. ESI may be located on network servers, backup tapes, PDAs, flash drives, CDs, DVDs, floppy disks, work computers, telephone systems, cellular telephones, laptops, or any other electronic device used to do University work. Such evidence may also be located on any personal or privately-owned devices used at an individual's home or otherwise for such purpose.

Litigation to Which the University is a Party

This policy applies in the event of filed or reasonably anticipated or foreseeable litigation to which the University is a party or to which one or more University employees acting within the scope of their employment are parties. Hereafter, references in this policy to "litigation to which the University is a party" includes circumstances in which a University employee acting within the scope of employment is a party.

Litigation Hold Notice

Written communication notifying University employees that litigation to which the University is a party has been filed or is reasonably anticipated or foreseeable. The Notice requires recipients to preserve potential evidence in their possession or in the possession of their subordinates.

Potential Evidence

Any record, document or tangible item that may reasonably be expected to be requested in discovery, used in, or related to litigation to which the University is or may reasonably be a party. Nothing in this policy precludes or alters duties to preserve physical evidence such as models, damaged equipment, and other tangible items.

Record

Any document or recorded information regardless of physical form or characteristics created, sent, organized, received, or otherwise possessed by the University in the course of public business. Records may include, but are not limited to, paper documents, drawings, graphs, charts, videotapes, digital images (still or moving), recordings, photographs, telephone records, data compilations, planners, calendars, diaries, and draft documents.

Tangible Evidence

Physical or tangible evidence may include a wide variety of items. Examples include, but are not limited to, hard copies of records or documents, physical evidence relative to an accident (debris, damaged equipment or vehicles), statements, and test results. The kind of physical evidence that exists depends on the situation.

RELATED POLICIES

Records Retention Policy

In absence of reasonably-anticipated litigation, University public records are preserved, retained, destroyed, or disposed in a manner consistent with 90.01 and relevant state and federal law.

Upon receipt of a Litigation Hold Notice, or when litigation is otherwise reasonably anticipated or foreseeable, employees immediately suspend destruction or disposal of records, tangible items and other potential evidence in the litigation. This policy supersedes any provision in 90.01 or other University, college, department, or unit practice that would otherwise authorize destruction or disposal of such potential evidence.

Public Disclosure Policy

This policy sets forth the procedure for preserving records that may relate to reasonably anticipated litigation. Nothing in this policy modifies the policies and procedures for processing public records requests under 90.05 or other records requests such as those made under 90.06 for student education records or 90.07 for personnel records.

OBLIGATION TO PRESERVE

The obligation to preserve potential evidence arises when litigation to which the University is or is reasonably anticipated to become a party has been filed or is reasonably anticipated or foreseeable. Employees are obligated to preserve potential evidence when litigation is reasonably anticipated or foreseeable, regardless of whether the University has issued a Litigation Hold Notice.

Litigation Has Been Filed

When litigation has been filed, the Risk Manager or his or her designee determines which units may hold potential evidence. The Risk Manager or his or her designee issues a Litigation Hold Notice, and proceeds in accordance with this policy, unless a Litigation Hold Notice has been or will imminently be issued by another entity (e.g., the Office of the Attorney General Tort Claims Division). If another entity issues the Notice, the University cooperates with obligations of that Notice.

Litigation is Anticipated or Foreseeable

When the Risk Manager receives information from University employees or other sources that litigation is reasonably anticipated or foreseeable in a matter, the Risk Manager or his or her designee convene a meeting with a representative of the Office of the Attorney General (who provides legal advice) to determine whether a litigation hold notice should be issued. The Risk Manager or his or her designee determines which units and/or individuals may hold potential evidence. The Risk Manager or his or her designee issues a Litigation Hold Notice, and proceeds in accordance with this policy.

A determination of whether litigation is reasonably anticipated or foreseeable is made based on the specific facts and circumstances at issue. The following circumstances are examples of the type of information that may indicate that litigation may be reasonably anticipated or foreseeable:

Similar past experience or circumstances resulted in litigation;

Events that occurred resulted in known and significant injury;

A written complaint was filed or served;

A complaint was made to an external or internal investigatory agency or unit;

Notice of claim or potential claims was received;

An individual or his or her lawyer has made credible threats of suit;

There have been serious internal discussions among persons familiar with the facts and circumstances regarding potential litigation;

A claimant has initiated formal dispute resolution procedures;

Receipt of public records requests similar to those preceding other suits or otherwise indicative of litigation;

Reliable press or media reports suggest litigation is likely.

Employee Obligations

Each employee has an obligation to preserve potential evidence in the event that litigation to which the University is a party has been filed or is reasonably anticipated. Employees who believe that litigation to which the University is a party may be reasonably anticipated or foreseeable are to immediately notify their direct supervisor, who notifies the appointing authority and the Risk Manager. If litigation is filed or reasonably anticipated, whether or not a litigation hold notice has issued, employees are to retain ESI in its original (native) format, making all reasonable attempts to preserve metadata associated with each document.

If any vice president and/or appointing authority believe that litigation is reasonably anticipated or foreseeable, he or she is to notify the Risk Manager.

Risk Manager Responsibilities

The responsibilities and authority of the Risk Manager or his or her designee include the following, in consultation with the Litigation Response Team as set forth in this policy and the Office of the Attorney General as needed:

Directing that retention schedules be suspended so as to preserve records as provided in this policy;

Coordinating preservation and production advice and practices;

Identifying the need to engage internal IT personnel or external consultants to preserve existing ESI and ESI created after the Litigation Hold Notice is issued;

Identifying faculty and staff and/or units likely to have potential evidence;

Issuing, confirming receipt of, and taking appropriate follow-up action concerning Litigation Hold Notices; and

Developing written preservation plans if and when appropriate.

Hold a monthly meeting with the assigned assistant attorney general to review litigation holds, review potential litigation holds, and examine matters that may result in litigation, and locate sources of information.

LITIGATION RESPONSE TEAM

The University maintains a Litigation Response Team that coordinates evidence preservation efforts in response to complex litigation or potentially complex reasonably anticipated litigation to which the University is a party. The Litigation Response Team may add members on an ad hoc basis as appropriate, given the demands of litigation or potential litigation.

Meetings

The Risk Manager convenes the Litigation Response Team when he or she anticipates that team expertise is needed due to potentially complicated or voluminous preservation of potential evidence. The team also meets on a quarterly basis to review evidence preservation practices, Litigation Hold Notices and related matters.

Members

Members of the Litigation Response Team include:

Risk Manager,

Vice President for Information Services and CIO or his or her designee,

Director of Human Resources or his or her designee,

Vice Provost for Faculty Affairs or his or her designee,

Director of Procedures, Records and Forms or his or her designee, and

WSU Office of the Attorney General Division Chief or his or her designee (ex officio).

The Litigation Response Team may also invite other individuals as appropriate given the circumstances of a particular matter. An assigned assistant attorney general serves as legal advisor to the team.

Responsibilities

The responsibilities and authority of the Litigation Response Team include the following:

Quarterly review of evidence preservation practices, Litigation Hold Notices, and related matters.

Formulation and management of litigation holds in situations where complicated or voluminous preservation of potential evidence requires team expertise, in the judgment of the Risk Manager. In such cases, the Litigation Response Team is responsible for:

Coordinating preservation and production advice and practices;

Identifying the need to engage internal IT personnel or external consultants to preserve existing ESI and ESI created after the Litigation Hold Notice is issued;

Identifying faculty and staff likely to have potential evidence;

Issuing, confirming receipt of, and taking appropriate follow-up action concerning Litigation Hold Notices; and

Developing written preservation plans if and when appropriate.

WHAT MUST BE PRESERVED

All reasonably identifiable potential evidence must be preserved when litigation to which the University is a party has been filed or is reasonably anticipated or foreseeable. When in doubt, employees should err on the side of preserving potential evidence.

All evidence is to be preserved in as close to its original form as possible. Tangible evidence may not be altered or destroyed when litigation is pending or reasonably anticipated, except with the express written permission of the Risk Manager in consultation with the Office of the Attorney General. ESI must be preserved in its original (native) form.

LITIGATION HOLD NOTICE

A Litigation Hold Notice is formal notification that litigation to which the University is a party has been filed or is reasonably anticipated or foreseeable. The Notice suspends any destruction or disposal of records constituting potential evidence in the matter as well as tangible items constituting potential evidence. The Notice requires recipients to identify the nature and extent of potential evidence they possess.

Response Form

The Litigation Hold Notice requires the recipient to confirm receipt by returning the attached Potential Evidence Checklist/Verification form, indicating that he or she has:

Responsive information, identified its forms, and taken steps to preserve the information, as described above in "Employee Obligations" and as instructed in the Litigation Hold Notice; or

No information responsive to the Litigation Hold Notice; and/or

Questions regarding the Litigation Hold Notice and need for clarification.

A Potential Evidence Checklist/Verification form is routed with each Litigation Hold Notice.

Prompt Response

University personnel are to promptly respond by completing and routing a Potential Evidence Checklist/Verification form as directed.

A University employee in possession of potential evidence is to immediately suspend destruction or disposal of such records or tangible items until notified otherwise by the Litigation Response Team and should notify his or her supervisor.

Follow Up

The Risk Manager or his or her designee follows up with University personnel who indicate they have potential evidence or questions about the process. The Risk Manager or his or her designee assists staff regarding the following:

Understanding the Litigation Hold Notice and faculty and staff obligations;

Ascertaining and retaining all reasonably identifiable potential evidence in their possession or under their control;

Taking appropriate steps to preserve potential evidence until advised it is no longer necessary to do so; and

Understanding the need to preserve additional new potential evidence created after the Litigation Hold Notice is issued and how to handle such potential evidence.

PRESERVATION PLAN

The Risk Manager or the Litigation Response Team may develop a written preservation plan if and when appropriate. A written preservation plan is an integrated document that maintains the following information:

Employees who have potential evidence;

Employee contact information;

When the Litigation Hold Notice and any Potential Evidence Checklist/Verification forms were sent;

The time and nature of responses by employees receiving the Litigation Hold Notices;

The time and nature of follow-up contacts by the Litigation Response Team;

Other information considered appropriate by the Litigation Response Team.

A written preservation plan is not always required when litigation to which the University is a party has been filed or is reasonably anticipated or foreseeable.

Examples of circumstances that may favor development of a written preservation plan include litigation or reasonably anticipated or foreseeable litigation:

That may involve a large quantity of University records or other potential evidence;

In which control over potential evidence resides in multiple locations throughout the University;

That focuses on University management of records, such as public records litigation; and/or

In which there is significant risk that potential evidence may be destroyed or disposed absent additional measures.

MANAGEMENT OF LITIGATION HOLDS

Periodic Review

The Litigation Response Team at its quarterly meetings reviews existing Litigation Hold Notices to determine whether they should be maintained.

At the time of each review, the Team or designated Team members should consider the circumstances (e.g., current indication of reasonably anticipated or reasonably foreseeable litigation) and determine the need to maintain the litigation hold.

Hold Maintained

Litigation holds should be removed by notice when litigation is no longer pending or reasonably anticipated or foreseeable. Such notice may occur subsequent to a quarterly meeting of the Litigation Response Team or may occur upon direction of the Risk Manager or his or her designee when facts indicate that litigation is no longer pending or reasonably anticipated/foreseeable. The Risk Manager may use information from Office of Attorney General regarding the status of the case or matter to support this decision.

Hold Removed

All recipients of a Litigation Hold Notice should be notified when the litigation hold is removed. After the hold is removed documents preserved under the notice are retained or destroyed in accordance with University records retention schedules.

Additional Actions

The Litigation Response Team and/or Risk Manager or his or her designee may take such additional actions warranted by the circumstances. Such actions may include but are not limited to sending out hold notice reminders, conducting preservation compliance checks, and/or addressing questions from University employees.

TRAINING

The Risk Manager or his or her designee in association with the Office of the Attorney General coordinates periodic training regarding preservation of documents and implementation of this policy.

90.01_Travel_Records.htm

Posted in:RECORDS

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Title Travel Records
Record Series Title--Function/Purpose	Location (*Official Copy)	Cutoff	Retention Period	Disposition Authority No.	Remarks
CAMPUS AUTOMOBILE RESERVATION SYSTEM (CARS) Automated system (database) used to schedule and reserve Motor Pool vehicles.	Motor Pool* (digital media tape maintained by IT) Department (paper or electronic copy of transaction)	fiscal year admin purpose served	2 yrs 0	11-12-63524 11-12-63525
CENTRAL TRAVEL ACCOUNT FILES Documentation of central travel account purchases and ticket transactions. Includes all department documentation related to travel transactions conducted using central travel accounts.	Department*	fiscal year	6 yrs	GS 01017	Possibly Essential
MOTOR POOL BILLINGS Charges from Motor Pool to departments for use of state vehicles.	Motor Pool* (OPR) Department	fiscal year fiscal year	6 yrs 2 yrs	11-12-63526 11-12-63527
TRAVEL Records documenting travel undertaken by employees and non-employees. Includes travel authorization, arrangement, travel receipt documentation, and reimbursement of expenses (including advance payments).	General Accounting* or Department*	fiscal year	6 yrs	GS 07001
VEHICLE RELEASE AUTHORIZATION Used to authorize the use of Motor Pool vehicles.	Motor Pool* Department	fiscal year fiscal year	2 yrs 2 yrs	11-12-63532 11-12-63533

90.01_Student_Records.htm

Posted in:RECORDS

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Title Student Records
Record Series Title--Function/Purpose	Location (*Official Copy)	Cutoff	Retention Period	Disposition Authority No.	Remarks
ADMISSIONS RECORDS Provides a record of the student's admissions information and supporting documentation. Includes: transfer credits, University application, citizenship information, transcripts from other institutions, test scores.	Registrar/ Admissions	last activity	50 yrs	98-10-58846
CLASS EXAMINATIONS, ANSWER SHEETS, PAPERS, ASSIGNMENTS Provides a record of student examination, papers, projects, and other assignments completed by students in fulfillment of course or degree requirements. Includes those hardcopy materials not retrieved by the students after they are graded, as well as any electronically-stored student materials retained by the instructor or department. (NOTE: This records series includes, but is not limited to, class materials, including discussions and e-mail, generated by or maintained in the Angel Learning Management System.)	Academic Department*	end of term	1 yr	11-12-63441
COURSE HISTORY FILES Provides a record of the content of approved academic courses. May include course descriptions, sample examinations, textbook lists, bibliographies, syllabi, class presentation material, etc.	Academic Department*	course discontinued	0	11-12-63442	Potential University Archives
CURRICULUM DEVELOPMENT FILE Committee minutes, annual reports, faculty development reports, major and minor course changes and related information.	Department*	fiscal year	5 yrs	11-12-63443	Potential University Archives
ELECTION RECORDS--ASSOCIATED STUDENTS OF WASHINGTON STATE UNIVERSITY Provides a record of election processes and results of voting by WSU students for student government officers.	Campus student involvment or student affairs office*	academic year	5 yrs	09-09-62112 revision 1
FINANCIAL RECORDS--ASSOCIATED STUDENTS OF WASHINGTON STATE UNIVERSITY Copies of budget statements, departmental purchase orders, requisitions, invoice vouchers and deposits used to reconcile expenditures and determine future action.	Controller* Campus student involvment or student affairs office	fiscal year fiscal year	6 yrs 3 yrs	11-12-63440 85-1-34885 revision 2
GRADE BOOKS OR INSTRUCTOR'S GRADE DATA Provides a record of student's class performance for the purposes of evaluation and calculation of transcript grades. (NOTE: This records series includes, but is not limited to, instructor's grade data generated by or maintained in the Angel Learning Management System.)	Department*	fiscal year	5 yrs	11-12-63444
GRADUATE STUDENT ADMISSIONS Applications from prospective students who do not complete their applications, are not admitted or do not enroll.	Graduate School* Department	fiscal year fiscal year	2 yrs 2 yrs	11-12-63445 11-12-63446
INCOMPLETE GRADE REQUEST Provides a record of an incomplete student grade.	Department*	end of term	5 yrs	11-12-63447
MINUTES--ASSOCIATED STUDENTS OF WSU Documents development of policies and operational matters.	Campus student involvment or student affairs office*	academic year	5 yrs	85-1-34884 revision 2	Archival
OFFICIAL ACADEMIC RECORDS SYSTEM (OARS)--ENROLLMENT DATA Automated system (database) used to provide transaction based enrollment data including date and time stamp information on electronic adds, drops, course withdrawals, and related information.	Registrar* (digital media maintained by IT)	academic year	10 yrs	11-12-63448
OFFICIAL ACADEMIC RECORDS SYSTEM (OARS)--STUDENT DATA Automated system (database) used to provide demographic and summary academic information on each student, including visa type, residency status, major, class standing, grade point averages, credit totals, and academic standing.	Registrar* (digital media maintained by IT)	individual graduates, transfers, quits	60 yrs	11-12-63449
PORTAL CLASS LISTINGS COPIES Reference copies of class listing records maintained in the zzusis Portal's Oracle Directory and databases, and in Active Directory. Includes listings of active students and instructors in each course section. Note: The primary copy of these records is maintained under the records series titled "Official Academic Records System (OARS)--Enrollment Data."	ITS University Information Systems Services (UISS) Group Registrar*	end of term	3 terms	Secondary copy under 11-12-63448
PROGRAM ADVISOR FILE--ASSOCIATED STUDENTS WSU Documents the activities of student organizations.	Campus student involvment or student affairs office*	academic year	5 yrs	85-1-34896 revision 2
SCHOLARSHIPS AWARDED BY DEPARTMENTS--PROGRAM RECORDS Provides a record of a departmentally-administered scholarship program. May include establishment of fund, correspondence, list of recipients, etc.	Department*	termination of program	6 yrs	11-12-63451	Archival
SCHOLARSHIPS AWARDED BY DEPARTMENTS--RECIPIENT RECORDS Provides a record of recipients of departmentally-administered scholarship funds. May include applications, departmental scholarship authorization forms, rating forms, award notifications, etc.	Department* Scholarship Services	award award	6 yrs 5 yrs	11-12-63452 11-12-63453
STUDENT DATA WAREHOUSE Provides a record of demographic information about students, courses enrolled, and transcript data. Also includes enrollment statistics for each course offering.	Registrar*	academic year	45 yrs	11-12-63454
STUDENT DATA WAREHOUSE REPORTS Reports generated from the Student Data Warehouse by departments. Reports subject to this retention include reports that are duplication of data from the Student Data Warehouse. NOTE: Reports that include annotations and/or data from other sources are subject to applicable retention requirements.	Department*	admin purpose served	0	11-12-63450
STUDENT FOLDERS Provides a reference record of each student's progress towards a degree. May include photographs, previous transcripts, application, final performance summary, resume, and exit questionnaire.	Department*	graduate transfer quit	1 yr	11-12-63455
STUDENT TRANSCRIPTS A student's grade record towards a degree.	Registrar* (magnetic media) Inactive records storage (backup)	graduation or 2 yrs nonmatric graduation or 2 yrs nonmatric	permanent permanent	11-12-63456 11-12-63457	Essential
SUPPLEMENTAL GRADE CHANGE CARD Provides a record of a change to an existing student grade.	Registrar* Department	end of term end of term	5 yrs 1 yr	11-12-63462 11-12-63463

90.01_Security_Records.htm

Posted in:RECORDS

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Title Security Records
Record Series Title--Function/Purpose	Location (*Official Copy)	Cutoff	Retention Period	Disposition Authority No.	Remarks
BUILDING ACCESS DOCUMENTATION Documentation of individual security identification and building access privileges. May include requests and authorizations for the issuance of identification badges and key cards to employees, contractors, and volunteers.	Department*	termination of access	6 yrs	GS 25001
DISASTER PREPAREDNESS AND RECOVERY PLANS Records relating to the protection and reestablishment of the University in the case of a disaster. NOTE: The department sends a copy of the documentation to the campus police or security department OR the local police/fire department and the Emergency Management Office.	Department* Campus Police or Security OR Local Police/Fire Dept. Emergency Management Office	until superseded	0	GS 14010 Rev. 1	Essential
KEY ASSIGNMENT RECORD (WSU 1210) Provides a record of all keys assigned to an individual.	Department*	termination of employment	1 yr	11-12-63615
KEY ROSTER (WSU 1264) Provides a record of all key holders assigned a specific key.	Department*	key removed from service	1 yr	11-12-63616
SECURITY RECORDINGS Security recordings of agency facilities and grounds. May include both video and digital recordings. Note: As with all public records, security recordings must be retained until final resolution of the case if they are requested or used in litigation.	Department*	date of recording	30 days	GS 25003

90.01_Safety_Records.htm

Posted in:RECORDS

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Title Safety Records
Record Series Title--Function/Purpose	Location (*Official Copy)	Cutoff	Retention Period	Disposition Authority No.	Remarks
ACCIDENT PREVENTION PROGRAM Intended to reduce work hazards, promote well-being of personnel and lower industrial accidents.	Environmental Health & Safety (EH&S)* Department	until superseded until superseded	0 0	11-12-63617 11-12-63618
AIR OPERATING PERMIT REPORTS AND ASSOCIATED DATA Provides a record of monthly, semi-annual, and annual reports and associated data for air emission sources, as required by the Washington Department of Ecology (DOE). (WAC 173-401 and RCW 70.94) Length of retention for this records series is in accordance with WAC 173-401-615(2)(c).	Department that operates an air emission source permitted facility* EH&S	date of report or date of measurement date of report or date of measurement	5 yrs 5 yrs	00-07-59786 revision 1 00-07-59786 revision 1
CHEMICAL SPILL MANAGEMENT RECORDS Documents chemical spill management activity. Includes information about type and amounts of chemicals spilled, any applicable reporting to authorities, any illnesses or injuries as a result of the spill, respondent training, access to medical surveillance, and preventative measures taken. Records are maintained by the area performing the spill control.	Department* OR EH&S*	activity	30 yrs	11-12-63619	Possibly Essential
CHEMICAL SUBSTANCE REPORT (WSU 1280) Provides a record of recycled or disposed of hazardous chemical wastes.	EH&S* (OPR) Department	calendar year calendar year	10 yrs 4 yrs	11-12-63620 11-12-63621
CONTROLLED SUBSTANCE CARD Provides a record of type, size of container, amounts and dates distributed. One card is maintained for each bottle of controlled substance held at the registered location. Card information is periodically copied into the Controlled Substance Logbook.	Controlled substance registrant (individual or department)*	bottle emptied	2 yrs	99-08-59225
CONTROLLED SUBSTANCE INVENTORY Provides a record of the annual inventory of controlled substances on hand in the registered location.	Controlled substance registrant (individual or department)*	fiscal year	2 yrs	99-08-59219
CONTROLLED SUBSTANCE LOGBOOK Provides a record of addition and distribution of controlled substances. Includes what controlled substance is used for, who it was signed out to, running inventory, and a copy the of file card information kept on each bottle of drug on hand.	Controlled substance registrant (individual or department)*	fiscal year in which book completed	2 yrs	99-08-59224
CONTROLLED SUBSTANCE TRANSFER FORM Provides a record of controlled substance transfers. Includes type, strength, and volume of controlled substance; who delivered and who received.	Controlled substance registrant (individual or department)*	fiscal year	2 yrs	99-08-59220
DRUG ENFORCEMENT ADMINISTRATION (DEA) OFFICIAL ORDER FORM (DEA FORM 222) Provides a record of controlled substance purchases for reporting the purchases to the Drug Enforcement Administration.	Controlled substance registrant (individual or department)*	fiscal year	2 yrs	99-08-59229
DRUG ENFORCEMENT ADMINISTRATION (DEA) REPORT Provides a record of the retention and disposition of drugs used in animal care and testing.	Controlled substance registrant (individual or department)*	report submitted	2 yrs	99-08-59222
FALL PROTECTION WORK PLAN Documents actions taken to prevent falls. Required of persons when working ten or more feet above the ground, water surface or the level below.	EH&S* Department	fiscal year completion of work	1 yr 0	11-12-63622 11-12-63623
FOOD SERVICE ESTABLISHMENT PERMITS Authorizes WSU to operate food service establishments. Permits are issued by the Whitman County Health Department and are valid for one year. (WAC 246-215)	Department that operates a food establishment* EH&S	termination of permit termination of permit	3 yrs 1 yr	00-07-59784 revision 1 00-07-59784 revision 1
HAZARD COMMUNICATION PROGRAM Provides a record of department written hazard communication programs and lists of hazardous chemicals present in the workplace. Program is updated as needed to reflect current chemical use.	Department*	until superseded	0	11-12-63624	Possibly Essential
HAZARD NOTIFICATION (WSU 1247) Reports safety hazards or unsafe practices.	EH&S* Department	fiscal year fiscal year	6 yrs 2 yrs	11-12-63625 11-12-63626
HAZARDOUS MATERIALS SHIPPING PAPERS Provides a record of the shipment of dangerous goods which are not waste materials. Includes date of acceptance by the initial carrier or date on the shipment waybill, airbill, or bill of lading, shipping name, identification number, quantity transported, and date of shipment. May include Dangerous Goods Declarations. Records retention is in accordance with 49CFR172.201(e).	Department*	date of shipment	2 yrs	WSU--GS 08
INCIDENT REPORT (WSU 1131) Used to report injury, illness, or workplace incident involving WSU personnel or third parties (e.g., student, off-duty employee, visitor, volunteer).	Human Resource Services (HRS)--Benefits* EH&S Safety Committee	after claim resolved calendar year fiscal year	6 yrs 6 yrs 2 yrs	11-12-63628 11-12-63629 11-12-63630	Possibly Essential
INDUSTRIAL ACCIDENT WITNESS STATEMENT Used by a witness to provide a written account of an accident involving WSU personnel.	HRS--Benefits* (OPR) Department	fiscal year fiscal year	6 yrs 2 yrs	11-12-63631 11-12-63632
MATERIAL SAFETY DATA SHEETS (MSDS) OR ALLOWED SUBSTITUTE RECORD Data sheets identifying hazardous chemical(s) by the chemical and common name(s) and listing all ingredients which have been determined to be health hazards. May include: records of hazardous chemical use and analyses using exposure or medical records.	Department*	until superseded or chemicals covered by record are no longer used	30 yrs	GS 09017	Possibly Essential
MEDICAL SURVEILLANCE FILES Provides a record of the physical condition of certain University employees over time; provides health benchmarks and data regarding possible exposures.	HRS (bloodborne pathogen medical surveillance)* EH&S (asbestos and lead medical surveillance)*	calendar year calendar year	70 yrs 70 yrs	11-02-62363 11-02-62363	Possibly Essential
NOTICE OF CONSTRUCTION PERMITS FOR NEW AIR EMISSION SOURCES Provides a record of permits required by Washington DOE in order to obtain an Air Operating Permit for construction and operation of new air emission sources. Requirement to retain records in this series is in accordance with WAC 173-400-110. Cutoff is in accordance with valid period of the permit, as per the Air Quality Notice of Construction (NOC) Permit section of the DOE and Washington State GovernorÕs Office of Regulatory Assistance Environmental Permit Handbook.	Department that operates an air emission source permitted facility* EH&S	life of facility life of facility	5 yrs 5 yrs	00-07-59787 revision 1 00-07-59787 revision 1
PASSENGER VAN DRIVER STATEMENTS (WSU 1426, 1427) Provides a record of driver and manager/supervisor acknowledgment of risks, responsibilities, and recommended safe driving practices for operating passenger vans. Includes the Passenger Van Driver Safe Driving Practices Acknowledgment Statement and the Passenger Van Driver Valid License to Drive and Driving Experience Statement.	Department*	termination of WSU affiliation	3 yrs	11-12-63633
PASSENGER VAN DRIVER STATEMENTS--VAN DRIVERS WHO DRIVE MINORS (WSU 1426, 1427) Provides a record of driver and manager/supervisor acknowledgment of risks, responsibilities, and recommended safe driving practices for operating passenger vans for van drivers who drive minors (individuals under 18 years of age). Includes the Passenger Van Driver Safe Driving Practices Acknowledgment Statement and the Passenger Van Driver Valid License to Drive and Driving Experience Statement.	Department*	termination of WSU affiliation	21 yrs	11-12-63634
RADIATION SURVEY LOGBOOK Provides a record of radiation surveys performed for each room in a laboratory. (WAC 246-221-230(9)(c))	Department*	fiscal year	3 yrs	11-12-63635
REGISTERED PESTICIDE APPLICATION RECORDS Provides a record of the application of registered pesticides for registered uses by all licensed University applicators and all University personnel applying pesticides to more than one acre of agricultural land in a calendar year. Includes Washington State Department of Agriculture (WSDA) recordkeeping forms or departmentally-designed recordkeeping forms and WSDA approval letters. Length of retention is in accordance with WAC 16-228-1320(3).	Department*	date of application	7 yrs	11-02-62360
RESPIRATOR PROGRAM RECORDS Provides a record of authorization for respirator use based on any employee medical conditions requiring prior physician approval, workplace/hazard exposure info., respirator selection, fit-testing, and training for respirator use. Incl. Respirator Authorization/Respirator Fit-Testing and Training Record and copies of written responses by physician/licensed health care practitioners to L&I medical questionnaires. (WAC 296-802, WAC 296-842)	EH&S* Department	calendar year until superseded	30 yrs 2 yrs	10-12-62324 10-12-62324
SAFETY AND FIRE INSPECTION CHECKLIST Used to conduct self-inspection of department/work area. (Note: Any problems found are reported using Self-Inspection Worksheet. See below.)	Department*	until superseded	0	11-12-63636
SAFETY DRILLS/DISASTER RECOVERY EXERCISE Documentation of University safety drills and disaster recovery exercises. NOTE: The department sends a copy of the documentation to the Emergency Management Office in Finance and Administration.	Department* Emergency Management Office, Finance and Administration	date of drill or exercise until superseded	6 yrs 3 yrs	GS 25002 11-12-63637
SAFETY MEETING REPORT (WSU 1248) Used to document safety committee or foreman-crew meetings.	EH&S* Department	fiscal year fiscal year	6 yrs 2 yrs	11-12-63638 11-12-63639
SAFETY ORIENTATION CHECKLIST (WSU 1249) Documents review of safety procedures.	Department*	fiscal year	2 yrs	11-12-63640
SELF-INSPECTION WORKSHEET Documents findings and corrective actions resulting from self-inspection of the work area.	EH&S* (OPR) Department	fiscal year fiscal year	6 yrs 2 yrs	11-12-63641 11-12-63642	Archival
SUPERVISOR'S ACCIDENT INVESTIGATION REPORT (WSU 1246) Records accident investigation by supervisor.	EH&S* Safety Committee Department	calendar year fiscal year fiscal year	5 yrs 2 yrs 2 yrs	11-12-63643 11-12-63644 11-12-63645
SWIMMING POOL PERMITS Allows the University to operate a swimming pool with a Whitman County Health Department permit. Permits are issued by the Whitman County Health Department and are valid for one year and annual renewal is required for as long as the pool is operated. Requirement to retain records is per Washington Department of Health (DOH) rules in WAC 246-260-101(3)(a). Length of retention is requested to match DOH requirements for retaining swimming pool monitoring data and records in WAC 246-260-121(3)(a).	Department that operates a swimming pool facility* EH&S	termination of permit termination of permit	3 yrs 1 yr	00-07-59795 revision 1 00-07-59795 revision 1

90.01_Research_and_Sponsored_Project_Records.htm

Posted in:RECORDS

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Title Sponsored Project Records
Record Series Title--Function/Purpose	Location (*Official Copy)	Cutoff	Retention Period	Disposition Authority No.	Remarks
COST SHARING EFFORT INQUIRY REQUEST (WSU 1288) Provides information concerning employees who are anticipated to contribute effort toward cost-sharing obligations of sponsored projects. Used for data collection and entry into the effort certification system.	Sponsored Programs Services*	data entered and verified	0	11-12-63429
DELIVERABLES File copies, including but not limited to reports, studies, surveys, educational materials and promotional materials, regardless of media, that have been developed or produced as part of a grant or grant agreement.	Department*	final termination of grant or agreement	6 yrs	GS 23005	Potentially Archival
GRANTS RECEIVED BY STATE AGENCIES Documentation of grant projects and funds received and expended by state agencies. May include copies of Requests for Proposals (RFPs), applications, notifications of grant awards, fiscal reports and supporting documentation, reports and correspondence related to grant monitoring, audit reports, status reports, compliance reports, grants modifications requests, progress reports and final reports. NOTE: When the department retains an original of an expenditure document; e.g., purchasing card receipt, time or leave report; the department is responsible for ensuring that the document is retained for either the stated cutoff and retention period for the records series (e.g., fiscal year plus 6 yrs.; termination of employment plus 6 yrs.), OR the end of the grant period plus 6 yrs., OR the end of the grant period plus the retention period required by the grant agreement, whichever is longer. ** Retain all grant documentation for end of grant period plus 6 yrs OR end of the grant period plus the retention period required by the grant agreement, whichever is longer.	Sponsored Programs Services* Department*	end of grant period end of grant period	6 yrs 6 yrs	GS 23004 GS 23004	Possibly Essential Possibly Essential
LABORATORY NOTEBOOKS (OR EQUIVALENT RECORDS)--PATENT ISSUED Provides a record of laboratory notebooks or equivalent records which support patents in which the University has an ownership interest.	Principal Investigator* Department	patent issued patent issued	23 yrs 23 yrs	10-02-62201 10-02-62201
RESEARCH/CONFERENCE ACCOUNT REQUEST (WSU 1283) Requests a conference or self-sponsored account.	Sponsored Programs Services* Dean/Department	termination of contract termination of contract	6 yrs 2 yrs	11-12-63433 11-12-63434
RESEARCH DATA Provides a record of compiled research data gathered during the course of a research project, regardless of whether or not funded by a grant or contract. May include data collection and evaluation, instruments, statistics, questionnaires and similar materials. NOTE: This records series does not cover records of research that results in protectable intellectual property to which the University may have an ownership interest.	Principal Investigator* Department	Project Completion Project Completion	3 yrs 3 yrs	11-12-63435 secondary copy under 11-12-63435
RESEARCH DATA--POTENTIAL PROTECTABLE INTELLECTUAL PROPERTY (PATENT APPLICATION DENIED) Provides a records of compiled research data gathered during the course of a research project that may result in protectable intellectual property to which the University may have an ownership interest, regardless of whether or not the project is funded by a grant or contract, and for which the patent application was denied. May include data collection and evaluation, instruments, statistics, questionnaires and similar materials. NOTE: If a patent application is reviewed again prior to the end of the retention period and a patent is then issued, retention of the research data moves to "Research Data--Protectable Intellectual Property (Patent Issued)" [DAN #10-02-62200) and retention of the laboratory notebooks (or equivalent records) is moved to "Laboratory Notebooks--Patent Issued" [DAN #10-02-62201].	Principal Investigator* Department	patent application denied patent application denied	6 yrs 6 yrs	10-02-62202 10-02-62202
RESEARCH DATA--PROTECTABLE INTELLECTUAL PROPERTY (PATENT ISSUED) Provides a records of compiled research data gathered during the course of a research project that results in protectable intellectual property to which the University may have an ownership interest, regardless of whether or not the project is funded by a grant or contract. May include data collection and evaluation, instruments, statistics, questionnaires and similar materials. NOTE: If a patent is issued, retention of the laboratory notebooks (or equivalent records) is moved to the records series titled "Laboratory Notebooks--Patent Issued," DAN #10-02-62201.	Principal Investigator* Department	patent issued patent issued	6 yrs 6 yrs	10-02-62200 10-02-62200
SPONSORED PROJECT ACTIVITY REQUEST (WSU 1326) Requests University approval for actions such as re-budgeting, extending and approving pre-award expenditures regarding sponsored accounts.	Sponsored Programs Services* Dean/Department	termination of contract termination of contract	6 yrs 2 yrs	11-12-63436 11-12-63437
SPONSORED PROJECT ALLOCATION NOTICE Informs investigators and departments of object allocations and other accounting information regarding grants and contracts.	Dean/Department*	Receipt of notice	0	11-12-63438
TIME KEEPING / TIME AND EFFORT Documentation of federal requirements for periodic reports of employee time when federal dollars are expended. NOTE: Includes documentation supporting employee time and effort reports, including the Effort Certification Report.	Controller* (OPR) Department	fiscal year fiscal year	10 yrs 2 yrs	GS 03035 Secondary copy under GS 03035	Essential
UNFUNDED PROPOSAL FILE Provides a record of research proposals sent to sponsors and currently unfunded.	Department*	fiscal year	2 yrs	11-12-63439

70.12_Trade-Ins.htm

Posted in:PURCHASING

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POLICY

When a proposed purchase transaction includes a possible trade-in involving a University-owned item, the department must first obtain approval from Surplus Stores. Surplus Stores determines whether or not the item is needed elsewhere at WSU or at another state agency and whether or not the University is obtaining fair market value for the item.

Departments are encouraged to give Surplus Stores as much lead time as possible in order to give Surplus Stores enough time to obtain the highest possible return for the department.

The department completes the following documents:

Surplus Property Report, indicating the trade-in information. (See 20.76 for instructions.)

Departmental Requisition for the transaction. (See 70.10 for Departmental Requisition instructions.)

The department routes the completed Surplus Property Report and Departmental Requisition to Surplus Stores. The documents may be faxed to 335-6641 or mailed to mail code 1101.

Surplus Stores either approves the item for trade-in or proposes another option to the department.

TRADE-IN APPROVED

If Surplus Stores approves the trade-in, Surplus Stores:

Initials the Departmental Requisition and returns it to the department. The department routes the requisition to Purchasing.

Signs the Surplus Property Report and routes a copy back to the department and send another copy to Purchasing with the requisition.

If the item is on departmental inventory, the department equipment coordinator removes the property record. If the item is on the University inventory, Surplus Stores forwards the information to Property Inventory for removal.

The department equipment coordinator removes the WSU inventory tag from any item used as a trade-in.

The departmental equipment coordinator and the appropriate Purchasing buyer coordinate the transfer of the trade-in item to the new owner.

PROCESSED BY SURPLUS

Surplus Stores may elect to coordinate a sale to another University department or process a consignment sale.

Sale to Department

Sales from one department to another are processed in accordance with 20.80.

Consignment

See 20.76 for information regarding consignment sales. The item will not be sold on consignment unless the department realizes at least the trade-in amount.

Surplus Stores completes the consignment sale prior to the completion of the original purchase. If the consignment sale is not successfully completed, the department may process the transaction as a trade-in.

80.48_Moving_Services_at_WSU_Pullman.htm

Posted in:SERVICES

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POLICY

Heavy Equipment in Facilities Operations' Plant Services Division provides moving services for WSU Pullman campus departments on a recharge basis. The purpose of this service is to assist University departments with moving office furniture, equipment, and supplies.

This service is intended for any department that is not equipped to manage such moves without assistance. A department is not required to use this service if it can provide the necessary labor and equipment from within the department to move items as needed.

Non-Pullman departments are to contact the campus facilities department for information regarding campus moving services.

Requests

Departments submit requests for moving services through the myFacilities website or by contacting Plant Services Administration; telephone 335-9088. Access the myFacilities website at:

http://myfacilities.wsu.edu

NOTE: The requester must use the Internet Explorer browser version 5.0 or higher in order to submit project requests through this website.

Requirement

All moves conducted by Heavy Equipment must be approved and scheduled by Plant Services Administration.

Estimates

Contact the Facilities Operations Heavy Equipment department for cost estimates for moving services.

WSU SERVICE UNITS

Moving materials and equipment to or from WSU service units; e.g., Surplus Stores and Central Receiving; is considered to be recharge moving work. When requested, Heavy Equipment provides the moving services to and from WSU service units and charges the requesting department.

LABORATORY EQUIPMENT

Heavy Equipment provides laboratory moving services. The requesting department is responsible for the cost of moving laboratory equipment.

Hazard Evaluation

Laboratories and laboratory equipment are considered to be contaminated until documentation of hazard evaluation and decontamination is completed and approved. See 20.77 and SPPM S80.77.

Contact Environmental Health and Safety (EH&S) and/or the Radiation Safety Office for hazard evaluation and decontamination assistance.

20.77_Appendix-5H_Other_Hazards.htm

Posted in:PROPERTY

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OTHER HAZARDS

Prior to surplusing, departments must remove or guard potential sharp objects such as glass and sharp edges. See SPPM 4.25.

Parts (e.g., doors; drawers; electrical cords; shelves) that could easily come loose or fall creating a hazard during lifting or transporting must be secured.

Signage

Departments are to prominently post a sign on each item, as needed, indicating any other hazards, e.g., lead-containing materials, that are not obvious and controlled or removed.

Item Evaluation

Prior to surplusing, the department must attach a completed Item Evaluation form listing the presence and location of other known or recognized hazardous components within an item.

To obtain copies of the evaluation form, complete and/or print the PDF master on 20.77.4.

20.77_Appendix-5G_Radiation_Machines_and_Sources.htm

Posted in:PROPERTY

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RADIATION MACHINES

Examples of radiation machines include:

Cabinet X-ray units

Veterinary X-ray machines

X-ray: crystallography; diffraction; and fluorescence units

Item Evaluation

Prior to surplusing, the authorized user must attach a completed Item Evaluation form listing:

Specific radioactive material(s) which caused the contamination;

Any decontamination method which was used;

Any component capable of producing radiation which has been disconnected or removed from the equipment item. See below.

Complete and/or print the PDF master on 20.77.4 to obtain copies of the evaluation form. Attach a copy of the property release survey to the evaluation form. See below.

Special Clearance Procedures

Radiation machines require special clearance procedures prior to collection by Surplus Stores. See SPPM 9.22.

Contact the Radiation Safety Office before making arrangements for movement of this type of equipment; telephone 335-8916.

X-Ray Tubes

The authorized user is to disconnect or disable the X-ray tubes on all radiation machines which are offered for surplus as scrap or off-campus for X-ray uses. See SPPM 9.22.

A tube may remain with the machine in the event of possible reuse. It is the responsibility of the purchaser to reconnect the tube.

If the equipment is to be used in the state of Washington, the purchaser is also responsible for notifying the Department of Health, Radiation Protection Division by telephone at 1-800-299-9729. (WAC 246-224-0020).

Surplus Stores must inform the RSO of the identity of the purchaser of the X-ray tube.

Surplus Stores completes Section 2 of the Notification of Change in Responsibility for a Radiation Machine and submits the form to the RSO. See also below.

The RSO must, in turn, inform the Washington Department of Health (DoH) X-ray Program of the identity of the purchaser within fifteen days of the date of sale.

Sold for Scrap

Authorized users of machines which are sold for scrap must arrange to have the X-ray tube disconnected and turned over to the RSO.

Sold for Reuse

Notification of Change in Responsibility

The RSO or the authorized user must complete Section 1 of the Notification of Change in Responsibility for a Radiation Machine form for each machine to be sent to Surplus Stores for sale and possible reuse. See SPPM 9.22 for the notification form and instructions.

Submit the original notification, a Surplus Property Report, and an Item Evaluation (see above) with the machine sent to Surplus Stores.

Submit a copy of the Notification of Change in Responsibility to the Radiation Safety Office (RSO).

Reactivation Notice

The RSO posts a Radiation Machine Reactivation Notice on all radiation machines destined for surplus or sale. The reactivation notice states that the RSO must be informed if the radiation machine is to be brought back into University service or sold to an outside entity. See SPPM 9.22 for the reactivation notice form and instructions.

Radiation Sources

Special Clearance Procedures

The following items contain internal radioactive sources and require special clearance procedures prior to collection by Surplus Stores:

Liquid scintillation counters,

Gamma counters, and

Gas chromatographs with Ni-63 electron capture detectors.

Contact the Radiation Safety Office before making arrangements for movement of this type of equipment.

20.77_Appendix-5F_PCB.htm

Posted in:PROPERTY

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PCB-CONTAINING MATERIALS

Polychlorinated biphenyl (PCB)-containing materials are materials containing PCB components. The list below provides examples of items which may contain PCB components. The list is not exhaustive.

Air conditioners

Capacitors

Equipment with electrical motors (capacitors within)

Freezers
Furnace blower motors

Hydraulic equipment (especially high temperature applications)

Light ballasts (fluorescent)

Microwave ovens

Refrigerators

Switches

Transformers

X-ray machines, including the following types:

Cabinet
Crystallography
Diffraction
Fluorescence
Veterinary units

Item Evaluation

Prior to surplusing, the department must attach a completed Item Evaluation form listing the presence and location of any PCB-containing component within an item. To obtain copies of the evaluation form, complete and/or print the PDF master on 20.77.4.

PCB Contamination Criteria

PCB contamination is defined as as ≥2 ppm PCB. State law regulates PCB-contaminated components as dangerous waste. It is illegal to dispose of such waste in the trash. See SPPM 5.66. Contact EH&S for assistance; telephone 335-3041.

No PCB contamination is defined as less than 2 ppm PCB.

Non-PCB contaminated waste, containing 2 ≤ 50 ppm PCB, is a regulated waste, in accordance with state law.

To determine whether an oil-filled component contains PCB contamination:

Call EH&S for assistance; telephone 335-3041,

Look for a label affixed by the manufacturer stating No PCB or <1 ppm PCB at time of manufacture.

If such a label is present, the component is not a PCB waste.

All other oil-filled components are managed as PCB waste.

Notification

Departments which have appliances for surplus or disposal must notify Surplus Stores or the new owner of any potential PCB contents.

Leaking or Ruptured Component

Notify EH&S of any leaking or ruptured PCB-filled component; telephone 335-3041. EH&S must fix or remove the component prior to collection of the equipment by Surplus Stores.

20.77_Appendix-5D_Lasers.htm

Posted in:PROPERTY

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LASERS

Lasers may contain hazardous materials such as a compressed gas or dye. The department should disconnect the compressed gas cylinder and remove the dye prior to shipping or transferring the laser. Hazardous materials must be properly managed as waste and not placed in the trash, poured down the drain, or released into the atmosphere. See 5.66 regarding disposal of hazardous waste.

See 4.50 for further information regarding lasers.

Requirements

Prior to shipment or transfer of a laser, the department must:

Disable the laser;

Remove hazardous materials from the laser; and

Ensure that the classification label (i.e., Class II, Class IIIA, Class IIIB, or Class IV) is intact.

Attach a completed Item Evaluation form listing the presence and location of any hazardous materials or components.

To obtain copies of the evaluation form, complete and/or print the PDF master on 20.77.4.

User Instructions/Manual

The selling department should provide the potential buyer with any user instruction or operation manual which is regularly supplied with the product.

Modifications

If the selling department modified the laser and the modifications affect any aspect of the equipment's performance or intended function, the individual who modified the laser must recertify and reidentify the laser before sale is permitted.

For questions and assistance, contact EH&S; telephone 335-3041.

Report to EH&S

Surplus Stores must provide a copy of the Surplus Property Report form to EH&S when transactions involve the surplusing of lasers.

20.77_Appendix-5C_Compressed_Gases.htm

Posted in:PROPERTY

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COMPRESSED GASES (INCLUDING REFRIGERANTS)

Compressed gases in nonfunctional equipment, e.g., refrigerants, must be handled as hazardous chemical waste, unless the gas is recycled through a vendor approved by EH&S. See SPPM 5.66.

For chemical waste management assistance see the EH&S Environmental Services website at:

http://ehs.wsu.edu/es/

or contact EH&S for guidance; telephone 335-3041.

Types of Equipment Containing Refrigerants

Items which may contain refrigerant gases include air conditioners, chilled centrifuges, chillers, freezers, halon fire suppression systems, incubators, refrigerators, tank chillers, and other lab apparatus.

Gas Release Emergency

When a gas container is leaking or ruptured and is releasing a gas that is hazardous to human health or the environment, leave the area immediately. Telephone 911 or the local area emergency response number to report the release.

Departments and individuals are prohibited from intentionally releasing or venting any quantity of refrigerant or halon to the atmosphere. Contact EH&S for further information regarding the University's Department of Ecology Air Operating Permit; telephone 335-3041.

Item Evaluation

Prior to surplusing, the department must attach a completed Item Evaluation form listing the presence and location of any hazardous gas container within an item.

To obtain copies of the evaluation form, complete and/or print the PDF master on 20.77.4.

Surplus Stores must notify prospective buyers of any hazardous gas containers contained in items prior to sale.

Compressed Gases and Refrigerants

Compressed and refrigerant gases include:

Ammonia;

Carbon tetrachloride;

Chlorofluorocarbon (CFC);

Halon;

Hydrochlorofluorocarbon (HCFC);

Hydrofluorocarbon (HFC);

Methyl chloroform; and

Sulfur dioxide.

Refrigerant Management

Equipment containing refrigerants or halon must be managed to prevent the prohibited intentional release or venting of any quantity of refrigerant to the atmosphere.

WSU-Owned Equipment

University-owned equipment containing refrigerant gas is to be properly functioning when offered to Surplus Stores. When unsure of proper function, the department offering the equipment submits a work order to the service unit (i.e., Facilities Operations, Housing, or Utilities) responsible for maintaining the equipment.

To determine the service unit responsible for equipment maintenance, contact Facilities Operations; telephone 335-9000.

Functional Equipment

Surplus Stores accepts functional equipment and sells the equipment as surplus property.

Nonfunctional Equipment

The department must attach an IRI for $30.00 to each nonfunctional equipment item to pay for refrigerant gas management. Surplus Stores picks up the item and stores it at the Surplus Stores facility. Surplus Stores pays a vendor approved by EH&S to capture the refrigerant gas, remove the compressor, and drain the oil from the compressor.

After the refrigerant is removed and the compressor is drained, Surplus Stores manages the nonfunctional equipment as scrap metal.

Non-University-Owned Equipment (WSU Pullman)

Departments may dispose of non-University-owned equipment containing refrigerant gases and/or non-University-owned appliances (e.g., personal refrigerators, microwaves) at the Whitman County Landfill Transfer Station. There is no charge for this service.

Landfill transfer station business hours are Monday-Saturday from 8:00 a.m. - 5:00 p.m. For more information, contact the Whitman County Landfill; telephone (509) 334-2400.

NOTE: Departments are prohibited from disposing of University-owned equipment at the Whitman County Landfill Transfer Station.

20.77_Appendix-5B_Batteries.htm

Posted in:PROPERTY

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BATTERIES

Batteries that are spent, leaking, or ruptured are considered to be hazardous waste.

Remove all spent, leaking, or ruptured batteries prior to surplusing equipment. Submit the batteries to EH&S for recycling with a completed Chemical Collection Request. See SPPM 5.66 or the EH&S Chemical Collection Request website at:

http://forms.ehs.wsu.edu/Main.aspx

EH&S accepts all types of batteries including:

Alkaline,

Mercury (e.g., watch batteries),

Lithium (e.g., computer clock batteries),

Silver oxide (e.g., camera batteries),

Nickel cadmium (e.g., NiCad or NiCad rechargeable batteries),

Lead acid (e.g., gel cell batteries, car batteries),

Nickel metal hydride (NiMH), and

Titanium.

For more details go to the EH&S Battery Recycling website at:

http://ehs.wsu.edu/es/BatteryRecycling.html

Recycling Procedures

Complete the following steps to submit batteries to EH&S for recycling:

Place leaking, ruptured, or spent batteries in a sealed and impermeable container, e.g., plastic bucket with lid.

Affix a Dangerous Waste Label to the container. See SPPM 5.66 for instructions to obtain and complete the label.

Complete a Chemical Collection Request (CCR). See SPPM 5.66 for instructions to obtain and complete the form, or the EH&S online Chemical Collection Request at:

http://forms.ehs.wsu.edu/Main.aspx

After receiving the completed CCR, EH&S collects the batteries from the laboratory, office, or work area.

Item Evaluation Form

After removing the batteries, evaluate the equipment for the presence of any hazardous contamination. Attach a completed Item Evaluation form to the item. Complete and/or print the PDF master on 20.77.4 to obtain copies of the evaluation form.

If the batteries were leaking or ruptured, the item may need to be decontaminated prior to surplus collection. See Appendix 3: Chemical Contamination on 20.77.8-9.

20.77_Appendix-5_Hazardous_Components_Overview.htm

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HAZARDOUS COMPONENTS

A hazardous component is defined as any part of an item that is that is both integral to its operation and not hazardous unless:

The item is improperly used;

The component escapes its containment;

The component expires, fails, leaks, or ruptures; or

The item is offered for disposal as waste.

Item Evaluation

The department must attach a completed Item Evaluation form listing the specific hazardous component(s) and the location of the component(s) on the item to be surplused. See below.

Complete and/or print the PDF master on 20.77.4 to obtain copies of the evaluation form.

Contact EH&S for more information; telephone 335-3041.

Examples

The materials listed below are considered to be hazardous components. This list provides examples and is not exhaustive.

Asbestos-containing material (ACM). See Appendix 5A on 20.77.13-14.

Batteries that are spent, leaking or ruptured. See Appendix 5B on 20.77.15.

Compressed gases, including refrigerants such as freon; ammonia; sulfur dioxide. See Appendix 5C on 20.77.16-17.

Lasers. See Appendix 5D on 20.77.18.

Mercury-containing devices. See Appendix 5E on 20.77.19-20.

PCB-filled components. See Appendix 5F on 20.77.21-22.

Radiation machine sources. See Appendix 5G on 20.77.23-24.

Other known or recognized hazards, e.g., lead-containing materials, loose shelves, and sharp objects. See Appendix 5H on 20.77.25.

20.77_Appendix-5A_Asbestos.htm

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ASBESTOS-CONTAINING MATERIALS

See "Identification" below for a list of common materials which may contain asbestos.

Handling ACMs

Departments may offer asbestos-containing materials (ACMs) which are in good condition to Surplus Stores.

Departments are not required to remove ACM from items prior to surplusing. Examples include:

Packings

Gaskets

Resilient floor covering

Asphalt roofing

Rigid exterior siding

Boards known by the trade name "transite"

Asbestos cement board used in acoustical panels and laboratory benches

Identification

The following list includes examples of common items which may include asbestos-containing materials (ACM):

Acoustical material

Bunsen burners

Cabinets (fire resistant)

Filters

Fireproofing material

Gasketing (sheet and rope type)

Gloves (autoclave, high temperature)

Heating mantles and shields

Hot plates

Laboratory bench tops and fume hoods (interior transite panels)

Ovens (industrial and laboratory)

Safes (fire-resistant)

Sinks

Sterilizers

Textured surfacing material

Thermal system insulation (TSI), e.g., pipe insulation

Water baths

Wire mesh (only when visible imbedded ACM is present)

Item Evaluation

Form

If the department suspects that an item may contain ACM, the department must attach a completed Item Evaluation form to the item. To obtain copies of the evaluation form, complete and/or print the PDF master on 20.77.4.

Visual Evaluation

The department must perform an initial visual evaluation to see if the item contains ACM. See above.

Removal and Disposal of ACM

The department is responsible for contacting the WSU asbestos crew for evaluation and all costs associated with removal and disposal of the ACM; telephone 335-9097. See SPPM 5.22.

NOTE: Only employees certified as asbestos building inspectors in the state of Washington are allowed to remove ACM.

Notification of ACM

Surplus Stores must notify the potential purchaser of any ACM within the equipment prior to final sale. See above.

20.77_Appendix-4_Radioactive_Materials.htm

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RADIOACTIVE MATERIAL CONTAMINATION

In order for Surplus Stores to accept items which have contained or may have been contaminated with radioactive materials each item must be:

Properly decontaminated and surveyed by the authorized user,

Approved or tested by the Radiation Safety Office (RSO), and

Stripped of all labels indicating the presence of radioactive material.

See SPPM 9.65. For more information, contact the RSO; telephone 335-8916.

PRIOR TO SURPLUS

Prior to sending any property to Surplus Stores which is indicated on the Item Evaluation form as containing radioactive materials, the authorized user is responsible for completing the steps listed below. See SPPM 9.20 for information concerning authorized user status.

For questions regarding appropriate monitoring methods, decontamination procedures, or how to handle a situation where contamination cannot be removed, contact the RSO.

Radioactive Material Decontamination

The authorized user must decontaminate and survey each item of University equipment which has contained or may have been contaminated with radioactive materials prior to disposition. See SPPM 9.40 for a complete discussion of radioactive decontamination procedures. (NOTE: Only RSO personnel may remove radioactive materials labels or stickers.)

Examples

The following are examples of radioactive material decontamination procedures. NOTE: Authorized users are to coordinate more extensive decontamination efforts with the RSO.

Method #1

Tape patch for dry or localized contamination.

Place masking, adhesive, friction, or duct tape over the contaminated area.

Remove the tape and discard it as radioactive waste.

Repeat this process as long as it is effective.

Method #2

Wiping dust or accumulated contamination.

Apply a decontaminating agent or mild soap and water to a cloth or towel. Wipe contaminated area.

Rinse the area with clean water on a separate cloth.

Repeat as necessary.

Monitoring and Confirming Survey

The authorized user must decontaminate and monitor for radioactivity each item which is to be sent to Surplus Stores. See SPPM 9.42.

The authorized user must contact the RSO to perform a confirming survey to ensure the item is decontaminated.

Property Release Survey

The RSO affixes a completed, reviewed, and stamped Laboratory Survey form to each item which RSO personnel have surveyed and found to be free of radioactive contamination. See SPPM 9.65.

Removing Labels

Following a successful decontamination and confirming survey RSO personnel must ensure that all radioactive materials labels or stickers are completely defaced or removed. (NOTE: Only RSO personnel may remove radioactive materials labels or stickers.) See SPPM 9.65.

Item Evaluation Form

The authorized user must attach a completed Item Evaluation form listing the specific radioactive material(s) which caused the contamination and the decontamination method which was used.

Complete and/or print the PDF master on 20.77.4 to obtain copies of the evaluation form. Attach a copy of the property release survey to the evaluation form. See above.

20.77_Appendix-5E_Mercury.htm

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MERCURY-CONTAINING DEVICES

The department may offer equipment items for surplus which contain unbroken mercury-containing devices which are integral to the function of the equipment. However, the department must identify these devices on an Item Evaluation form for each item.

To obtain copies of the evaluation form, complete and/or print the PDF master on 20.77.4.

Surplus Stores must notify prospective buyers of any nonleaking mercury devices within items prior to sale.

Examples

The list below provides examples of mercury-containing devices and is not exhaustive.

Barometers

Commercial/industrial cooling equipment

Flame sensors
Float switches
Flow meters
Freezers

Gas-fired devices with pilot lights and flame sensors (gas ranges and ovens)
Gas flow regulators

Commercial/industrial heating equipment

Lamps, including the following types:

Fluorescent high intensity discharge
High pressure sodium
Mercury arc
Metal halide
Neon
UV disinfectant

Manometers

Pyrometers

Septic tanks
Sphygmomanonometers
Sump pumps
Switches

Thermostats
Thermometers

Contact Environmental Health and Safety (EH&S) for additional information on identifying mercury containing devices; telephone 335-3041.

Thermometers

NOTE: Prior to surplusing, the department is responsible for managing intact mercury thermometers that are not integral to the function of the equipment or any broken thermometer as chemical waste. Follow the guidelines of the University's Hazardous Waste Management Program.

To view the guidelines, see SPPM 5.66, 5.68, and the online Chemical Collection Request form at:

http://forms.ehs.wsu.edu/Main.aspx

The departments may sell a thermometer that is an integral component of an item and is intact. However, the department must identify the thermometer on an Item Evaluation form.

MERCURY SPILLS

See SPPM 5.62 for more information.

Pullman Campus/Whitman County

If mercury is spilled at any WSU Pullman or Whitman County location after normal work hours (Monday-Friday, 8:00 a.m. - 5:00 p.m.) or in a public area at any time, evacuate personnel from the area and telephone 911. A public area is an area such as a hallway, lobby, or sidewalk.

NOTE: If mercury is spilled in a nonpublic area at WSU Pullman or Whitman County during normal working hours, do not call 911. Contact EH&S; telephone 335-3041. A nonpublic area is a room to which access can be controlled by some means, i.e., a door.

EH&S must clean any spilled mercury and release the area for reoccupancy.

Non-Whitman County Location

If mercury is spilled at a non-Whitman County location, evacuate personnel from the area. If the spill occurs during normal work hours (Monday-Friday, 8:00 a.m. - 5:00 p.m.), contact the Statewide EH&S Manager; telephone 509-663-8181, ext. 230, or EH&S in Pullman: telephone 509-335-3041. If the spill occurs after normal work hours, contact the Whitman County Emergency Dispatcher; telephone 509-332-2521.

EH&S trained and/or approved personnel must cleanup the spill. Contact EH&S to release of the area for reoccupancy; telephone 335-3041.

20.77_Appendix-3_Chemical.htm

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CHEMICAL CONTAMINATION

Items used in the course of laboratory, medical, or shop/industrial processes that are potentially contaminated with chemicals must be properly decontaminated. Departments must also complete and affix Item Evaluation forms in order for Surplus Stores to accept the items.

Item Evaluation

The department must attach a completed Item Evaluation form listing the specific chemical(s) that caused the contamination and indicating the method of decontamination. Contact Environmental Health and Safety (EH&S) for more information; telephone 335-3041.

Complete and/or print the PDF master on 20.77.4 to obtain copies of the Item Evaluation form.

Chemical Decontamination

Personal Protective Equipment

To avoid unnecessary exposure to surface contaminants while cleaning, wear appropriate personal protective equipment (PPE); e.g., safety goggles, gloves, laboratory coat. See SPPM 3.10. Contact EH&S for PPE selection assistance; telephone 335-3041.

Respiratory protection may be required when using organic solvents to clean an item that cannot fit in a fume hood. See SPPM 3.24.

Cleaning Methods

Decontaminate the item in accordance with the Laboratory Safety Manual and/or the chemical-specific standard operating procedure (SOP).

Detergent and Water

Studies indicate that scrubbing with detergent and water removes a large percentage of chemical contamination from environmental surfaces. Generally, departments are to use this basic cleaning technique for decontaminating the surfaces of scientific equipment which contain chemical residues.

Disposal

Dispose of the resulting rinsate from scrubbing with detergent and water by pouring it down the drain.

Rinsate is defined as the liquid generated from the rinsing of any equipment or container that has come in direct contact with a chemical contaminant.

Solvent

If the chemical contamination is known to be extremely persistent and is more soluble in a nonaqueous medium, department personnel are to complete the following steps, in the order indicated. Contact EH&S for assistance with determining the persistence of the chemical.

Wipe the contaminated surface with an appropriate solvent. Contact EH&S for assistance.

Collect solvent rinsate and solvent soaked wipes used during the decontamination process and manage as chemical waste according to SPPM 5.66 and the EH&S Waste Management Guidebook. View the guidebook at:

http://ehs.wsu.edu/es/PDFs/WasteMgtGuide.pdf

Contact EH&S for more information; telephone 335-3041.

After wiping the surface of the item with an appropriate solvent and collecting the solvent rinsate, wash the surface with detergent and rinse the water down the drain. Do not collect the soap and water used to wash the surface of the equipment.

Mercury Thermometers

Prior to surplusing, departments are responsible for managing all intact or broken mercury thermometers that are not integral to the function of an item as chemical waste in accordance with the guidelines of the WSU Hazardous Waste Management Program. See SPPM 5.66 and the online Chemical Collection Request form at:

http://www.ehs.wsu.edu/ccr/ccr.asp

Contact EH&S for more information; telephone 335-3041.

A department may sell a thermometer that is an integral component of an item and is intact. However, the department must identify the thermometer using an Item Evaluation form.

See also Appendix 5E on 20.77.19-20.

Mercury-Containing Devices

A department may offer items for surplus which contain unbroken mercury-containing devices that are integral to the function of the equipment. However, the department must identify each device on an Item Evaluation form.

20.77_Appendix-2_Biohazard.htm

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BIOHAZARD CONTAMINATION

Items used in the course of laboratory processes that are potentially contaminated with biohazards must be properly decontaminated. Departments must complete and affix Item Evaluation forms in order for Surplus Stores to accept the items.

Completing the Item Evaluation

The department must list the following information on an Item Evaluation form prior to sending a biohazard-contaminated item to Surplus Stores:

Disinfectant used for decontamination,

Active ingredient in the disinfectant,

Method of disinfectant application,

Length of time disinfectant was applied, and

Biological hazard causing the contamination.

For more information, see the Biosafety Office website at:

http://www.bio-safety.wsu.edu/biosafety/

For a definition of potential biological hazards:

Select Potentially Biohazardous Material.

For a list of potential biological hazards:

Select Laboratory Biosafety, then
Select Classification by Risk Group.

Complete and/or print the PDF master on 20.77.4 to obtain copies of the evaluation form. Attach the completed form to the item prior to surplus collection.

Departmental Biosafety Manual

To work with a potentially biohazardous material, the department must develop a biosafety manual that is specific to the work area. The department is to submit the manual draft to the WSU Biological Safety Officer (BSO) for approval.

Links to the biosafety guidelines and the University's Biosafety Manual Template are available at the WSU Biosafety website at:

http://www.bio-safety.wsu.edu/biosafety/

Select Forms and Templates.

Biohazard Decontamination

Review the appropriate method for decontamination identified in the BSO-approved biosafety manual, EH&S-approved Bloodborne Pathogen Exposure Control Plan, or the standard operating procedure (SOP) for the work area. See the list of common biological agents and disinfection procedures in the Emergency Response web training available from the WSU Biosafety website at:

http://www.bio-safety.wsu.edu/biosafety/

Select Biosafety Web Training, then
Select Emergency Response.

For more information, contact EH&S; telephone 335-3041; or the Biological Safety Officer; telephone 335-4462.

Departmental personnel must wear gloves, eye, and possibly respiratory protection whenever chemical disinfectants are used. Contact EH&S for respiratory protection program requirements. Also see SPPM 3.24.

Syringes With Needles

Syringes with needles are regulated wastes which must be properly removed and disposed of in an approved sharps container. See SPPM 4.25.

20.77_Appendix-1_Equipment.htm

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The items listed below are examples of equipment and materials requiring completion of the Item Evaluation form. The list is not exhaustive. Complete and/or print the PDF form on 20.77.4 as needed.

Any equipment or material that has hazards which need to be mitigated
Autoclaves

Benchtops
Biological safety cabinet

Centrifuges
Cryostats

Dead tanks
Ductwork

Environmental chambers

Flammable cabinets
Freezers
Fume hoods and fans
Furniture

Glassware and plasticware
Glove boxes

Incubators

Lasers
Lead-based paint

Microfuges
Microwave ovens

Ovens

Parts from gas and plumbing fixtures

Radioactive sources,* including but not limited to:

Liquid scintillation counters

Gamma counters

Gas chromatographs with Ni-63 electron capture detectors

Radiation machines,* including but not limited to::

Cabinet X-ray units

Veterinary X-ray machines

X-ray: crystallography; diffraction; and fluorescence units

Refrigerators

Shakers
Sinks
Storage cabinets and lockers used to store chemical products or hazardous waste

Vacuum pumps

Waterbaths

* Any item to be surplused which is marked with a label containing a "Caution: Radioactive Material" or similar message must be evaluated by the Radiation Safety Office prior to surplusing.

EP12_Equal_Employment_Opportunity_and_Affirmative_Action_Policy.htm

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Washington State University
Equal Employment Opportunity and
Affirmative Action Policy

PDF link

Washington State University (WSU or the University) is an equal opportunity employer committed to providing equal opportunity in education, employment, membership and contracts without regard to race, sex, sexual orientation, gender identity/expression, religion, age, color, creed, national or ethnic origin, physical, mental or sensory disability, marital status, genetic information, and/or status as a veteran. WSU has made, and will continue to make, every effort to eliminate barriers to equal opportunity encountered by these protected group members and to improve opportunities available to underrepresented groups, in compliance with state and federal law. The following are specific goals of this policy:

WSU does not discriminate on the basis of race, sex, sexual orientation, gender identity/expression, religion, age, color, creed, national or ethnic origin, physical, mental or sensory disability, marital status, genetic information, and/or status as a veteran in its administration of educational policies, programs or activities, or other University administered programs or employment.

WSU recruits, hires, trains, promotes, and compensates persons in all job titles, without regard to race, sex, sexual orientation, gender identity/expression, religion, age, color, creed, national or ethnic origin, physical, mental or sensory disability, marital status, genetic information, and/or status as a veteran.

WSU is committed to take affirmative action consistent with federal and state law to increase the employment of American Indians/Alaskan Natives, Asians/Pacific Islanders, Blacks/African Americans, Hispanics/Latinos, women, persons age 40 and over, persons with disabilities, specially disabled veterans, veterans of the Vietnam era, recently separated veterans, and other protected veterans where there is underrepresentation. The University will make good faith effort for outreach consistent with federal and state law to decrease underrepresentation. The University will review progress on an annual basis.

WSU will ensure that personnel actions such as progressive discipline, transfers, layoffs, return from layoffs, and University sponsored training, educational, social, and recreational programs, will be administered without regard to race, sex, sexual orientation, gender identity/expression, religion, age, color, creed, national or ethnic origin, physical, mental or sensory disability, marital status, genetic information, and/or status as a veteran.

The President of WSU is responsible for ensuring that the Equal Employment Opportunity/ Affirmative Action (EEO/AA) Policy is administered effectively on the WSU Pullman, Tri-Cities, Vancouver, and Spokane campuses and all other WSU facilities. The President of WSU has charged the Office for Equal Opportunity with the responsibility of monitoring the University's EEO/AA program and policies. College and division managers are responsible for ensuring that the respective college/division meets its EEO/AA obligations. Each college and division will be evaluated annually on progress toward goal achievement. The Office for Equal Opportunity is responsible for overseeing the daily activities of the University's EEO/AA programs and developing the University's Affirmative Action Plan. The Office for Equal Opportunity Director may be contacted at French Administration Building, Room 225, Pullman, Washington 99164-1022. The telephone number is (509) 335-8288.

55.62_Relocation_Compensation.htm

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PAYROLL
55.62
New 3-03
Payroll Services
335-9575 PDF link

OVERVIEW

A dean or equivalent administrator may approve a lump sum payment for relocation compensation in order to recruit a qualified candidate who must move in order to accept the position. The maximum payment amount is limited by the existing resources available to the department or college. (RCW 43.03.125)

Other Programs

The state of Washington and WSU offer other programs for supporting domiciliary moves. See 70.61 and 70.62. In addition to relocation compensation, either or both of these programs may be used to assist an employee who relocates to accept a WSU position.

Source of Funding

Relocation compensation may be supported by state accounts and accounts in program 17A (discretionary accounts). Sponsored accounts (programs 11-14) may support relocation compensation if funding is specifically itemized in the approved budget.

Taxation

Federal law requires that employees pay taxes on the lump sum relocation compensation payment. (P.L. 103-66) The University is required to report relocation compensation on employees' W-2 forms.

Employment Requirement

If the employee terminates employment or causes termination with WSU within one year of the employment date, the employee is responsible for repaying the University for the full amount of the relocation compensation. NOTE: Repayment is not required if termination is for reasons of layoff, disability separation, or other good cause as determined by the Director of Human Resource Services.

PROCEDURES

Payroll Services processes relocation compensation as additional compensation to the employee.

Request Form

The employing department processes a Relocation Compensation Request to request payment. Access the PDF form template on 55.62.3 to complete and print the form.

Total Compensation/Deductions

Income taxes, social security, and Medicare taxes are deducted from the total amount provided to the employee. The department indicates the total payment amount under Total Relocation Compensation.

Payroll Services deducts the following from all payments:

Withholding tax (typically the 28% supplemental rate)

Social Security (6.2% of gross)

Medicare (1.45% of gross)

Payroll Services can calculate the compensation one of two ways, gross to net or gross up. Either way, Payroll Services makes appropriate deductions and remits and reports them to the federal government.

Unless the gross-up method is specifically requested by the department in Comments, Payroll Services assumes that the request is for calculation using the gross-to-net method.

Gross to Net

EXAMPLE: Using the gross-to-net method, Payroll Services would generate a payment to the employee of $643.50 from a taxable gross relocation compensation payment of $1000.

Gross Up

If the department wants the employee to actually receive a set amount with taxes and withholding prepaid, Payroll Services would calculate the necessary gross using the gross-up method. EXAMPLE: To generate a check to the employee of $1000, the department would have to actually pay $1672, i.e., $1554 gross and $118 in contributions.

Account

Enter the account code for the account that will support the relocation compensation and matching contributions for social security and Medicare.

Authorization

A dean or equivalent administrator approves payment.

Recipient Signature

The recipient of the compensation signs the form indicating that he or she understands that a minimum employment period of one year must be served in order to avoid repayment. See above.

Routing

Route the completed and approved form to Payroll Services, mail code 1024.

See the PDF master form:
55.62.3: Relocation Compensation Request
Complete and print as needed

95.21_Direct_Deposit_of_Travel_and_Accounts_Payable_Reimbursements.htm

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OVERVIEW

A WSU employee may authorize Travel Services or Accounts Payable to deposit his or her food or travel reimbursement in any U.S. bank which is a member of an automated clearing house.

See 70.31 and 95.20 regarding requesting reimbursement for food or travel expenses.

PROCEDURES

To authorize Travel Services or Accounts Payable to directly deposit a food or travel reimbursement to a checking account, the employee may use an online process or a paper process.

Online Reimbursement Request

Complete an online request to sign up for Travel/Accounts Payable Direct Deposit. The form is available from the Main Menu-->My Profile area of the zzusis portal website at:

http://zzusis.wsu.edu

After the direct deposit process is in place, food or travel reimbursements are credited to the employee's bank account. Generally, funds are available within three business days after the entry for the reimbursement appears in the online zzusis system (see below). Employees should verify bank balances before writing checks.

The employee may view the status of his or her reimbursement direct deposits from the zzusis portal website. To access the website, go to:

http://zzusis.wsu.edu

Under Finances,
Select View Activity.

Direct deposit of food and travel reimbursements to the specified checking account continues until the employee discontinues the direct deposit by going online to the zzusis My Profile area and selecting the Travel / Accounts Payable Direct Deposit sign up or update link.

Paper Reimbursement Request

Complete a Travel / Accounts Payable Reimbursement Direct Deposit Authorization form. Complete and/or print the PDF master on 95.21.3 to obtain copies of the form.

Submit the completed direct deposit authorization form and a preprinted, voided check or a copy of a preprinted, voided check to Travel Services.

NOTE: For security and financial protection, put the authorization form and voided check in a sealed business envelope before placing the documents in an interdepartmental envelope.

After the direct deposit process is in place, Travel Services or Accounts Payable notifies the employee by e-mail when each direct deposit transaction is processed.

Direct deposit of food and travel reimbursements to the specified checking account continues until the employee gives Travel Services or Accounts Payable written or online notice to change the account, to discontinue the direct deposit, or to make any other changes in the service. To request changes or discontinue direct deposit online, see the procedures above.

See the PDF form:
95.21.3: Travel / Accounts Payable Reimbursement Direct Deposit Authorization
Complete and/or print as needed.

95.12_Rental_Cars.htm

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AUTHORIZATION

University employees may be authorized to use rental cars when:

A motor pool vehicle or other state transportation is not available.

The use of a rental car is more economical than other conveyances and necessary for accomplishment of WSU business.

Justification

WSU employees may use rental cars when use of the rental car has been approved in advance by the authorizing official. (See 95.01 and 95.05.)

The University must be able to justify each use of a rental car. The alternatives to using a rental car may not be as convenient or attractively advertised; therefore, good judgment and discretion must be used when approving rental car use.

There are circumstances which may require the unanticipated use of a rental car. See "Unanticipated Use" below.

Incidental Personal Use

If personal use of the rental vehicle is more than incidental, the traveler is to keep track of personal time a rental vehicle is used. The traveler deducts the dollar amount of personal use from any amount owed the traveler. If the traveler charged the rental car expense on a rental car credit card, the traveler reimburses the University for the personal use by attaching a check to the Travel Expense Voucher. The traveler is to make the check out to Washington State University. (SAAM 10.50.35.e)

State Contract

The preferred sources for rental cars are Enterprise Rent-A-Car and National Car Rental at a state contract rate, which includes full insurance coverage for collision/loss or damage. This coverage is often referred to as a loss damage waiver in rental agreements. See below.

Enterprise Rent-A-Car and/or National Car Rental are located at the main terminal at most airports. Enterprise Rent-A-Car and National Car Rental provide rental services at most domestic locations.

The Enterprise/National Corporate Discount/Contract ID number for state contract services is 45WA000.

Before First Rental

To obtain state contract rates and other benefits, Travel Services advises employees to enroll in the National/Enterprise Emerald Club prior to making rental car reservations. To enroll, go to:

https://www.nationalcar.com/offer/45WA000

Reservations

See below.

Additional Information

Refer to the Travel Services Enterprise / National Rent-A-Car website for further information, at:

http://www.wsu.edu/travel/enterpriseRentACar.htm

Other Rental Firms

The traveler may rent vehicles from any other rental firm if:

Rates are lower than Enterprise Rent-A-Car/National Car Rental's rates (including insurance),

Vehicles are more readily available, or

Rental from the other firm is more efficient.

When renting from another firm, request the corporate rate. (University personnel should be prepared to display University identification cards when requesting the corporate rate.) See below.

The department determines whether or not to purchase loss damage waiver coverage (collision insurance) when renting a vehicle through a company not included in the state's rental car contract. If the department does not obtain this coverage, the department may be liable for damage to the rental car.

If the department does not obtain liability coverage for a rental vehicle, the Washington Self-Insurance Liability Fund provides excess coverage for third-party liability claims, but does not cover damage to the vehicle. The department is responsible for all repair costs for a rented vehicle if loss damage waiver coverage is not acquired on the vehicle.

Unanticipated Use

When need for a rental car could not have been anticipated, reimbursement for the cost of the rental car, plus the cost of collision insurance, may be allowed, provided:

It is clear that the need could not have reasonably been anticipated, and no feasible alternative existed as evidenced by a statement in Travel Details on the Travel Expense Voucher.

A copy of the rental agreement is attached to the Travel Expense Voucher. (Also attach any gas receipts over $25, if gas is not included in the rental agreement.)

PAYING FOR RENTAL CARS

University departments and travelers use the following methods, as appropriate, to rent automobiles:

University Travel Charge Card

A University traveler holding a University travel charge card (see 95.03) may use the card to rent cars from Enterprise Rent-A-Car and National Car Rental for official business. The traveler seeks reimbursement on the Travel Expense Voucher submitted after the trip.

The University travel charge card includes full comprehensive and collision damage insurance coverage for rental cars. If the traveler pays for the rental car with the University travel charge card, he or she is to decline the loss damage waiver insurance.

Personal Resources

A traveler may use his or her own personal resources to purchase the use of a rental car. See also "Unanticipated Use" above.

If the traveler pays for the rental car with his or her personal resources, and does not rent from Enterprise Rent-A-Car or National Car Rental, he or she should purchase the loss damage waiver insurance offered by rental car company. Unless full insurance is purchased, renters may be held personally liable for any loss or damage that occurs to the rental vehicle.

RESERVATIONS

The traveler may use any method for reserving rental cars as long as it is cost effective and efficient. Make reservations:

Directly with the rental firm at the pick up point; or

By telephone to Enterprise Rent-A-Car reservations at 1-800-261-7331; or National Car Rental reservations at 1-877-222-9058; or

Online through the Enterprise Rent-A-Car or National Rental Car reservations websites.
- Enterprise Rent-A-Car:
  
  http://www.enterprise.com/
  
  Select Other Options -- Loyalty Programs;
  Select Emerald Club;
  Log in with Emerald Club member number and password.
- National Car Rental:
  
  http://www.nationalcar.com
  
  Select Emerald Club;
  Log in with Emerald Club member number and password.

Billing Code

When making reservations with Enterprise Rent-A-Car or National Car Rental, provide the Corporate Discount/Contract ID number 45WA000 or log in with an Emerald Club member number to ensure proper billing.

Guaranteed Vehicle

The state contract requires that Enterprise Rent-A-Car and National Car Rental provide a vehicle if reservations are made at least 24 hours in advance.

Vans

Vans and mini-vans may be rented from Enterprise Rent-A-Car and National Car Rental, subject to availability.

One-Way Drop Charges

Enterprise Rent-A-Car and National Car Rental require at least a seven-day advance reservation for rentals not returned to the point of origin.

One-way drop charges for Enterprise Rent-A-Car and National Car Rental are as follows:

Miles
Charge Per Mile

1-25
$ 0.00

26-50
$ 0.00

51-100
$ 0.00

101-250
$ 0.50

251-500
$ 0.50

501-1000
$ 0.25

1001-2000
$ 0.15

Enterprise Rent-A-Car and National Car Rental do not assess drop charges for one-way rentals, either direction, between the following pairs of cities:

Seattle and Olympia,

Spokane and Pullman,

Portland and Eugene, and

Port Angeles and Seattle.

CHECKING OUT AND USING THE RENTAL CAR

A rental car agreement is prepared by the agency clerk.

Insurance Coverage

Contract Rentals (Enterprise Rent-A-Car and National Car Rental)

The Enterprise Rent-A-Car and National Car Rental contract includes comprehensive and collision, bodily injury, and property damage liability coverage. Do not request any additional insurance coverage when renting from Enterprise Rent-A-Car or National Car Rental.

Non-Contract Rentals

The rental company is required to include bodily injury and property damage liability coverage for the rental vehicle. Usually, the rental company does not provide comprehensive and collision coverage for damage to the rented vehicle.

Renters should obtain full comprehensive and collision coverage from the rental company if the rental is not being paid for using a University travel charge card. Unless full insurance is purchased, renters may be held personally liable for any loss or damage that occurs to the rental vehicle.

Supporting Account

The departmental budget pays for the comprehensive and collision coverage.

Driver's License

Show a valid driver's license and provide a home address.

Minimum Age

Under the terms of the state contract, drivers must be at least 18 years of age to avoid additional fees.

Passengers

Only passengers related to the official business of the travel are permitted to ride in cars rented by the University. If the traveler makes a personal decision to transport an unofficial passenger, the state of Washington does not provide excess liability protection to the unofficial passenger in the event of an accident. (SAAM 10.50.35.c)

Prohibitions

Under the state contract the rental vehicle may not be used:

By a driver who is under the influence of alcohol or any prohibited drugs.

For any illegal purpose.

To push or tow another vehicle.

To carry passengers or property for hire.

In a test, race, or contest.

By an unlicensed driver.

By a person other than an authorized driver.

Outside the continental United States, except where such use is specifically authorized by the rental agreement.

Across international boundaries unless specifically authorized at the time of rental.

Off paved, graded, or maintained roads or driveways, except when Enterprise Rent-A-Car or National Car Rental has agreed to this in writing beforehand.

By a driver who allows more passengers to occupy the vehicle than there are seatbelts or who does not require all passengers to comply with applicable seatbelt and child restraint laws.

Gasoline

Be sure the gas tank is full. Do not accept a rental car with a partially empty gas tank.

The traveler should fill the gas tank before returning the vehicle in order to avoid additional charges.

To obtain reimbursement for gas purchased for rental cars, return the receipts to WSU with the Travel Expense Voucher.

STATE CONTRACT SERVICING POLICY

Breakdown

Paid in full by the car rental agency.

Towing Charges

Paid in full by the car rental agency (includes starting and tire changing).

Other Charges

Reimbursement by the car rental agency for other such services is allowed if the service is included in the rental agreement.

IN CASE OF ACCIDENT

Refer to SPPM 7.20 for WSU reporting requirements.

Don't leave the scene.

It is recommended that the police are summoned in the event of any accident, especially if there are any injuries and/or damage to any vehicle or property that exceeds $50.00.

Record the facts of the accident on the form provided in the rental jacket.

Call the local Enterprise Rent-A-Car or National Car Rental office immediately to report the accident.

Make a full written report at the Enterprise Rent-A-Car or National Car Rental office.

If, after the above steps have been completed, it becomes necessary to contact Enterprise Rent-A-Car or National Car Rental for further assistance, telephone a customer service representative at 1-800-264-6350 (Enterprise) or 1-800-468-3334 (National).

95.14_Applicant_Travel.htm

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POLICY

Department chairs, unit heads, principal investigators, and project directors may authorize payment of travel expenses for prospective employees for travel to and from interview locations.

Eligible Applicants

State funds may be used to pay candidate travel expenses for the following positions:

Faculty

A position above the rank of instructor. (SAAM 70.20.20)

Administrative Professional

A professional position or an administrative position with supervisory duties. (SAAM 70.20.20)

Classified

A professional position or an administrative position with supervisory duties. (SAAM 70.20.20) An applicant must be listed on an eligible roster.

Applicant's Spouse

A spouse's travel expenses may be authorized from discretionary funds (program 17A) for applicants to faculty or administrative professional positions. WSU does not authorize travel expenses for a classified staff applicant's spouse.

Meal Expenses

A state account may be used to pay for meal expenses for the candidate, the candidate's spouse, and interviewers at the prevailing meal rate for location (see 95.19). A discretionary account may be used to support identifiable liquor expenses and meal costs that exceed the prevailing meal rate (see 70.33).

APPLICABLE REGULATIONS

Speaker Fees

The above administrators may authorize fees to pay candidates for lectures, seminars, demonstrations, or other services. See also 95.25.

General Travel

WSU travel policies and rates apply to applicant travel. See other sections in Chapter 95. The University reimburses applicants for travel by the most expeditious means.

Transportation

See 95.06.

Other Expenses

Other reimbursable expenses include costs incurred in travel, such as taxi cabs, bus, rental vehicles, parking at the airport, or transportation to and from the airport. See 95.08.

Entertainment Expenses

Entertainment expenses must be reimbursed from discretionary funds in program 17A. See 70.33 for procedures.

PROCEDURES

Approval

Complete a Travel Authority to request approval for a candidate's visit. See 95.05.

The responsible administrative officer has the option of authorizing all, none, or part of allowable travel expenses.

Classified Positions

For a classified position, the interviewing department must also secure prior approval from Human Resource Services on the Travel Authority. (SAAM 70.20.50)

Invitation

After the Travel Authority is approved, the administrator of the interviewing department may send an invitation to the candidate.

The invitation specifies WSU travel policies and per diemrates and includes an estimate of lodging and transportation costs.

Prepaid Transportation

Use a Central Travel Account to obtain a common carrier ticket (see 95.04 and 95.07). Do not mail a ticket to the applicant. A travel service can wire the tickets to an airport or terminal near the applicant for a nominal fee.

Claim for Reimbursement

The Travel Expense Voucher is the claim document for reimbursement for a candidate's travel expenses. See 95.20 for procedures. See 95.20.20 for an example.

Itemize the travel expenses on a Travel Expense Voucher in the same detail as is required for travel reimbursement to WSU employees.

Ask the candidate to sign the Travel Expense Voucher when he or she is at the interview.

See the PDF version of BPPM 95.14.3 for example.

95.08_Miscellaneous_Travel_Expenses.htm

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TRAVEL-RELATED EXPENSES

Miscellaneous travel-related expenses essential to the transaction of official business are reimbursable to the traveler. (SAAM 10.60)

Reimbursable Expenses

Reimbursable expenses include, but are not limited to:

Taxi and shuttle fares (including tips), car rentals, parking fees and ferry and bridge tolls.

Registration fees required in connection with attendance at conventions, conferences and official meetings. See 95.05.

Room rental in a hotel or other place which is used to transact official business, i.e., in addition to a room for lodging. The room rental is reimbursable as a separate item and, as an exception to policy, must have approval from the Executive Director of Business Services/Controller.

Charges for necessary facsimile services.

Charges for business telephone calls.

Charges for necessary stenographic or typing services in connection with the preparation of reports and/or correspondence when authorized by the Executive Director of Business Services/Controller.

The actual cost of laundry and/or dry cleaning expenses for employees in continuous official travel status for more than five days for travel within the continental United States.

NOTE: An allowance is already included in the meals and incidental rates for travel outside the continental United States.

Costs of personal care attendant services required by disabled employees in order for them to travel. Such costs may include the fees and travel expense of the attendant. The limit for such costs are not limited by the dollar amount established below. Instead, limits for such costs are set in advance by the Executive Director of Business Services/Controller.

Mandatory fees charged by lodging facilities for items such as room safes.

Fees charged for internet access required to conduct official University business.

Charges for checked baggage, if any, excluding overweight charges, for up to the first two bags on domestic flights.

SUPPLY EXPENSES

Supply items under $50 not directly related to travel but purchased while on official travel status may be claimed on the Travel Expense Voucher. (Examples of supply expenses include costs for photographic materials, small tools, computer supplies, or office supplies.)

Supply expenses exceeding $50 plus applicable tax are not to be claimed on a Travel Expense Voucher. Use standard purchasing procedures to obtain such supplies or to seek reimbursement. See Chapter 70.

EXPENSES OVER $50

Whenever possible, miscellaneous travel-related expenses in excess of $50 should not be paid for by the employee. The vendor of the service should be requested to bill WSU in accordance with established purchasing procedures.

RECEIPTS

Travel-Related Expenses

Receipts are required for reimbursement of all miscellaneous travel-related expenses exceeding $50.

Laundry/Dry Cleaning

A reimbursement claim for laundry and/or dry cleaning expenses must be supported by a valid receipt from the cleaning establishment regardless of the expense amount.

Coin-Operated Laundromat

If a receipt is not available from a coin-operated laundromat, the employee may claim actual expenses up to $50 on the Other Expenses portion of the Travel Expense Voucher. See 95.20.

NONREIMBURSABLE EXPENSES

Certain travel expenses are considered personal and not essential to the transaction of official state business. Such nonreimbursable expenses include, but are not limited to:

Valet service charges (however, charges for a personal attendant for a disabled person may be allowed).

Entertainment expenses, e.g., radio, television, videocassette rental, and other items of a similar nature.

Taxi fares, car rental and other transportation costs to places of entertainment and/or similar facilities. In addition, transportation expenses between an employee's official residence and official station are not reimbursed.

Costs of personal trip insurance and medical and hospital services.

Personal telephone calls of an employee; however, reasonable charges for brief, family-related telephone calls are allowable.

Tips or gratuities associated with personal expenses, e.g., those personal expenses listed above.

Out-of-pocket charges for vehicle calls caused by the negligence of the traveler. Examples include service charges for delivery of fuel, retrieval of keys from locked vehicles, jump starting vehicles when lights have been left on.

95.04_Managing_Central_Travel_Accounts.htm

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OVERVIEW

University departments should use Central Travel Accounts (CTAs) to purchase airline and rail transportation for University travelers. CTAs are used to purchase only airline and rail transportation. CTAs are managed and maintained at the departmental level. Each department uses an online web application to view CTA activity.

CTAs are charge accounts with a private financial organization. This organization also issues travel charge cards. See 95.03 for information about travel charge cards.

Each department establishes a CTA with one or more travel agencies approved by the state of Washington's Department of General Administration.

Contact Travel Services for a list of General Administration-approved agencies or refer to:

http://www.wsu.edu/travel/

APPLICATION

CTA Application Process

To establish a CTA, contact Travel Services; telephone 335-2034.

CTA Users

After Travel Services trains the departmental CTA user, the CTA number and online password are sent to the department.

Notifying Travel Agency

For internal control purposes, Travel Services recommends that the department send a memorandum to the travel agency indicating the names of no more than three departmental employees who will make purchases using the CTA number(s). The memorandum indicates the account number of the applicable CTA. The department retains a copy of this memorandum.

The employing department sends a replacement memorandum when an employee terminates employment, changes departments, or changes responsibilities. The memorandum lists all individuals who are authorized to purchase tickets with the CTA. The department retains a copy.

USING A CTA

Authorization

Before purchasing a ticket with a CTA, an authorized University official must approve the travel plan (see 95.01 and 95.05).

Allowable Use

Authorized departmental personnel use CTAs to purchase air and rail tickets for official University travel.

Expenditures for unofficial travel that constitutes an incidental portion of an official trip may be included in the total travel package purchased with a CTA. The traveler is responsible for promptly reimbursing the University for unofficial travel. The traveler writes a check payable to WSU. The department deposits the check as a recovery of the original expenditure. See 30.53 for deposit procedures.

Purchasing Tickets

To purchase a ticket, a CTA user provides the travel agent with his or her name, the CTA number, the name of the traveler, and necessary travel information.

Online or Telephone Purchases

An authorized CTA user can use the web or telephone to purchase tickets directly from an airline. The user must contact the airline through the official airline web site or the official airline reservations telephone number. The CTA user enters the CTA number as a credit card number.

NOTE: A CTA user may not purchase tickets from an online travel booking organization not included on the state contract.

Logging the Transaction

Travel Services requires that each CTA ticket transaction be logged at the time of purchase. The department must log each transaction by one of the two following methods:

Create a CTA Reconciliation Report using the issuing bank's online software tool. (Travel Services recommends that departmental CTA users use this method.) For instructions, see the Appendix on 95.04.5-7.)

Complete a CTA Log Sheet (PDF version). To obtain copies, complete and/or print the master form on 95.04.4.

The department logs the following information:

Date of purchase

Name of traveler

Travel destination

Amount charged

TA number (if available)

This log is an internal control device for the department. The log is used to reconcile CTA accounts. The log also provides the signature of an authorized expenditure authority for logged transactions. Do not forward the CTA Reconciliation Report or the CTA Log Sheet to Travel Services.

Authorizing Payment

The department is responsible for accessing the CTA web application and reconciling and authorizing payment of CTA expenditures. The department performs the online reconciliation each day during periods of CTA activity.

Review

Departmental personnel compare the online charges with the CTA Log Sheet entries noted at the time of purchase.

Corrections

If departmental personnel find discrepancies, they contact the financial organization directly to correct billings. The financial organization provides a toll-free telephone number.

Code Charges

Using the online web application, departmental personnel code each transaction with University account numbers. Budget, project, and object (04 for travel) are entered, as well as appropriate subobject codes to indicate in-state (AH), out-of-state (BH), and foreign travel (FH).

After coding each transaction, the user marks the review box.

Travel Services

Travel Services pays all reviewed CTA transactions, enters the expenditures into the University's financial system and initiates payment to the bank.

Authorize Log Sheet

A departmental employee with expenditure authority for the supporting University account(s) signs and dates the CTA Log Sheet. See 70.02 for an explanation of expenditure authority.

Monthly Statement

Once a month, the bank sends a CTA statement directly to the department.

A departmental employee compares the CTA statement with the CTA Log Sheet to ensure that all charges are appropriate.

Records Retention

The department is responsible for retaining the monthly statement and the CTA Log Sheet for six years after the end of the current fiscal year. See 90.01 for records retention schedules and procedures.

See the PDF form:
95.04.4: CTA Log Sheet
Complete and/or print as needed.

See the PDF Appendix:
95.04.5-7: CTA Reconciliation Report Instructions
Print as needed.

95.03_University_Travel_Charge_Card.htm

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The University Travel Charge Card Program is intended to provide faculty and staff with a convenient means for charging WSU business travel expenses and reduce the University's costs of administering travel.

REQUIREMENTS

University travelers are encouraged to charge all WSU business airfare to University travel accounts, in accordance with state of Washington travel regulations. The University travel account may be either the department's Central Travel Account (CTA) or a University travel card account issued to an individual. (SAAM 10.50.45(c)) See 95.04. NOTE: University travelers are to charge WSU business airfare to the department's CTA, whenever possible.

University travelers should use individual travel card accounts for all other University business travel expenses, whenever possible. NOTE: Travel charge cards may be used for official University travel expenses only.

University employees on active payroll status who intend to travel on WSU business at least one time per year are eligible to apply for a University travel charge card. Applying for and using individual travel charge cards is not required.

Use

Permitted

University travel charge cards may be used for:

University business-related travel expenses such as lodging, meals, registration, car rental, ground transportation, and miscellaneous travel expenses.

University business-related expenses, e.g., photocopying, faxing, etc., while the cardholder is in travel status.

University business meals, entertainment meals, and employee recruitment meals when the cardholder is or is not in travel status.

University business-related airfare purchased according to 95.07.

Not Permitted

Cash access is not available on the card.

Personal charges are not permitted on the card. Placing personal or inappropriate charges on the card is a violation of the University's policy. See 20.37. Such actions will result in the travel card account being closed and/or disciplinary action being taken against the cardholder.

Employees who have had a travel charge card cancelled for misuse are not eligible to receive travel advance payments for future University travel-related expenses.

CARD BENEFITS AND FEATURES

A University travel charge card provides the following benefits and features:

Acceptance at 16 million merchants worldwide;

No need for personal funds for business travel;

$500,000 common carrier insurance;

$1250 lost or stolen luggage insurance;

$1000 hotel/motel theft insurance;

Collision damage insurance for up to the full value of the rental car;

No annual fee;

Online statement and payment;

Customer service 24 hours/day, 7 days/week; telephone 1-800-270-7760;

Credit inquiry not reflected on personal credit records. Personal credit not affected by normal use and timely payment of the University travel charge card.

REQUESTING A CARD

Complete a Travel Charge Card Application to request a University travel charge card. Obtain copies of the form by completing and printing the PDF master on 95.03.7.

Route the completed application to the supervisor for approval.

Submit the approved application to Travel Services; mail code 1025.

If the issuing financial institution approves the application, the institution sends a Visa charge card for the applicant to Travel Services. Travel Services notifies the applicant by e-mail when the card arrives.

Credit Limit

The issuing financial institution assigns each cardholder a credit limit/line on his or her card. The credit line varies based on an individual's credit assessment.

RESPONSIBILITIES

Traveler/Cardholder

The traveler/cardholder is responsible for:

Completing the Travel Charge Card Application accurately.

Ensuring that charges on the card comply with University and state policies.

Submitting completed and accurate Travel Expense Vouchers (TEVs) in a timely manner. See 95.20.

Paying the travel card statement balance in full by the due date indicated on the statement.

Securing and protecting the card.

NOTE: Only the person named on the card is entitled to use the card and that person is liable for the charges on the card.

Immediately notifying the issuing financial institution of any lost, stolen, or damaged card; suspected fraud; disputed transactions; and address change; telephone 1-800-270-7760.

Returning the card to the department or the University Travel Charge Card Administrator in Travel Services immediately upon request or upon termination of employment.

Department

The department is responsible for:

Approving the Travel Charge Card Application.

Encouraging employee awareness of the travel card program.

Reviewing, approving, and submitting completed TEVs in a timely manner. See 95.20.

Assisting the University Travel Charge Card Administrator to ensure compliance with travel charge card policies.

Card Provider

The card provider is responsible for:

Producing Visa travel charge cards and maintaining the accounts.

Generating billing.

Assisting in dispute resolution.

Following up on past due accounts.

University Travel Charge Card Administrator

The University Travel Charge Card Administrator, in Travel Services, is responsible for:

Coordinating the University Travel Charge Card program.

Processing applications.

Providing information and training to employees upon request.

Monitoring cardholders' charges and payment status.

NOTE: The University reviews accounts on a quarterly basis and takes appropriate action if University and state policies are not followed.

Cancelling the individual's account upon separation. See below.

PAYMENTS

The individual cardholder is personally responsible for paying all charges on the card.

Statements close on the first business day of the month. The account is due in full 25 days after the statement close date. (This date is indicated on the statement).

The account is not a revolving credit account. Partial monthly payments are not permitted.

If payment is not received by the due date, the issuing financial institution automatically generates a reminder letter which is sent to the cardholder. The next month's statement also contains a reminder.

Disputed Transactions

Cardholders are to try to resolve disputed transactions with the merchant first.

Visa regulations require that the cardholder notify the issuing financial institution in writing within 60 days of receipt of the statement reflecting the disputed charge. Any response received after the 60 days time frame may result in the inability of the issuing financial institution to assist a cardholder with the dispute.

A cardholder is not responsible for paying the amount in dispute while the issuing financial institution is investigating. The cardholder is obligated to pay the remaining balance by the due date.

Delinquency and Collection Actions

Issuing Financial Institution

The collection process begins as of the due date noted on the statement. The issuing financial institution sends a reminder letter to all cardholders whose accounts have a balance due.

If full payment has not been received by the next statement close date (i.e., the first business day of the next month), the issuing financial institution sends the statement out with another reminder printed on the statement itself.

At this time, the issuing financial institution may contact the cardholder by telephone.

60 Days Past Due

At 60 days past due, the issuing financial institution may suspend the account from accepting new charges.

90 Days Past Due

At 90 days past due, the issuing financial institution may close the account permanently. Once an account has been closed, it may not be reinstated.

The issuing financial institution may send a demand letter to the cardholder requesting payment in full within 30 days.

Over 120 Days Past Due

The issuing financial institution may refer seriously delinquent accounts to collection agencies for further collections, which may include credit bureau reporting.

Washington State University

The University Travel Charge Card Administrator's involvement in the collection proceedings continues throughout the process unless or until the cardholder has made arrangements that are satisfactory to the issuing financial institution.

60 Days Past Due

At 60 days past due, the University Travel Charge Card Administrator sends an e-mail to the cardholder regarding the past due balance.

90 Days Past Due

At 90 days past due, the University Travel Charge Card Administrator sends another e-mail to the cardholder with a copy to the cardholder's department administrator.

CARD/ACCOUNT TERMINATION

Because the card is issued by Washington State University for University business travel expenses, the University may cancel the card account for misuse and/or payment delinquency. The University maintains a zero tolerance policy for any personal usage of University Travel Charge Cards.

The following conditions will result in card/account cancellation:

Cardholder is no longer on the University payroll (e.g. resignation, leave of absence without pay, emeritus faculty, or other nonsalaried appointment status).

History of delinquent payment.

History of dishonored checks and/or reversal of electronic payments.

Use for personal expenses.

At request of cardholder.

12 months with no account activity.

12 months without account activation.

If the department obtains the card, the department either returns the card to Travel Services or cuts the card in half. If the department destroys the card, the department is to route an explanatory memorandum or e-mail to Travel Services.

Processing Travel Expenses After Cancellation

If an individual's card is cancelled by the University or the issuing financial institution for misuse or delinquency, the department may place his or her business airfare charges on the department's CTA account, if consistent with department policy. The traveler must pay for other travel expenses personally.

The traveler claims reimbursable expenses on a TEV when travel has been completed. See 95.20.

MONITORING

The University Travel Card Administrator quarterly and randomly monitors charges and payments for policy compliance. Internal and external auditors conduct audits periodically.

Failure to comply with policy may result in disciplinary action.

PUBLIC RECORDS

In accordance with the Public Disclosure Laws all expenses charged to WSU Travel Charge Cards are a matter of public record. See 90.05.

See the PDF master form:
95.03.7: Travel Charge Card Application
Complete and/or print as needed

95.13_Student_Travel.htm

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POLICY

University faculty and staff who require and/or oversee official travel by students are responsible for observing the following procedure.

Applicability

These procedures apply to official student travel which is undertaken for purposes of:

Any WSU class listed in the Schedules of Classes or any Center for Distance and Professional Education class.

Off-campus activities of recognized University student groups or University organizations, e.g., ASWSU, Forestry Club, or Outdoor Recreation Center.

University administrative or departmental activities.

Regulations

University and state of Washington regulations apply to student travel. See other sections in this chapter (95) for more information about travel.

Support

University student travel may be supported by a departmental account, a special course fee account (see 30.95), or the student's personal funds.

First Aid Training

Environmental Health and Safety (EH&S) recommends that at least one individual who possesses current first aid training certification accompany students traveling in groups, e.g., field trips. See SPPM S20.32 for information about first aid training.

Statement of Expectations

The responsible faculty or staff member or advisor must prepare a written statement of what is to occur.

Include the travel objective. Specify the relationship of the travel to the group activity.

Specify the financial arrangements. Include anticipated expenses to be paid by the participant. Indicate the extent of any WSU support for the travel including the budgets available for that support.

Indicate departure/arrival time(s) and date(s).

Specify destinations and planned travel routes.

Include mode of transportation.

Indicate any hazardous situations and/or locations likely to be encountered, along with recommendations regarding medical insurance or liability responsibility.

More Information

See SPPM Chapter S35 for more information about University motor vehicle risk management and liability policies.

Distribution

The faculty/staff member distributes the written statement to students prior to travel. This information may be included in a course syllabus or other document.

Travel Arrangements

The responsible faculty or staff member specifies the travel arrangements. Travel for purposes of class field trips or University group activities must be organized by the responsible faculty/staff member. Travel may be by motor vehicle or common carrier. See also 95.04, 95.07, and 95.11.

Travel Authority

Complete and route a Travel Authority prior to the travel when:

A WSU account will pay for common carrier transportation,

The student will receive reimbursement from a WSU account for incurred travel expenses,

Requesting an exception to permit direct billing of lodging, and/or

The travel involves other circumstances requiring written prior approval as described in 95.05.

The responsible department chair, unit head, principal investigator, or project director signs the Travel Authority.

See 95.05 for complete Travel Authority instructions.

Travel Advances

See 95.05.

Travel by Common Carrier

Travel Services strongly encourages departments to use Central Travel Accounts (CTAs) to purchase air and rail tickets. See 95.04 for information about CTAs. See 95.07 for general information about transportation.

Motor Vehicle Travel

See SPPM S35.10 for requirements for passengers and drivers.

State Vehicles

Motor Pool or departmental vehicles may be used. See 95.35 for Motor Pool procedures.

Private Vehicles

See 95.11 for private vehicle procedures.

Student Drivers

The responsible faculty/staff member considers driving skills and reputation when selecting student drivers.

The responsible faculty/staff member, acting as the University's representative, requests that each student verify that:

The student driver possesses a valid driver's license from his or her state of residence.

Any private vehicle used is insured for minimum liability coverage as required by the state of Washington ($25,000 bodily injury per person, $50,000 bodily injury per accident, $10,000 property damage).

Any private vehicle used should meet state of Washington standard safety requirements. (WAC 204)

The normal passenger capacity of the private vehicle will not be exceeded.

The driver and all passengers must use seat belts.

Caravan

When feasible, the faculty/staff member organizes the vehicles in a caravan and ensures that all participating drivers follow good driving practices.

Reimbursement

After the travel, the student submits a Travel Expense Voucher through his or her department to obtain reimbursement for incurred travel expenses. See the sample in the PDF version of 95.20.

30.95_Special_Course_Fees.htm

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Educators and administrators may request the establishment of special course fees to pay for goods and services not provided by state-appropriated funds or general student fees. However, revenues from special course fees are not intended to replace departmental operating budgets. Special course fees are to be considered exceptions to standard budgeting procedures and implemented only when necessary.

Applicability

University personnel are to use this procedure to request new special course fees, to request changes in existing fees, or delete existing fees.

This procedure applies to established WSU courses or new courses which have been approved by the Faculty Senate.

An approved special course fee applies to all sections of a given course for the indicated semester.

PROHIBITED TRANSACTIONS

Instructors are not to collect money directly from students and then purchase items needed for academic classes. Likewise, instructors are not to purchase items and then sell them to students. Such practices violate University cash handling and purchasing policies.

CONDITIONS

To be approved, a special course fee must meet at least one of the following sets of criteria:

Continuing Value

The fee provides funds for tools, equipment or products which have continuing value to the specific student charged for the fee. In addition, the items are not normally available for purchase in the local area. Examples include:

Minerals and specialized tools for geology courses.

Special material swatches for clothing and textile courses.

Specimens for science courses.

Services

The fee provides for the purchase of services not normally provided by WSU. Examples include:

Specialized field trips.

Off-campus fabrication of student designs.

Operations expenses associated with computer laboratories. See also 30.96.

Materials

The fee provides funds for purchases of materials that would be hazardous or inappropriate for students to purchase individually.

Examples include:

Drugs for analyses in chemistry classes.

Chemicals for chemistry classes.

Small quantities (per student) of required classroom materials normally purchased in large amounts.

REQUEST PROCEDURE

The requester completes and initiates a Special Course Fee Request form. Complete and/or print the master on 30.95.6 to obtain supplies of the form.

The requester completes all pertinent blanks on the form down to the approval section. See the sample in the PDF version of 30.95.3. Sample sections are numerically keyed to the following explanations. Sections without an explanation are considered self-explanatory.

Fee Amount (1)

Enter the requested amount to be charged each student per semester.

Contact Name/Telephone/E-Mail (2)

Enter the name, telephone number, and e-mail address of an individual able to answer questions regarding this special course fee request.

Semester (3)

Enter the semester the course is taught, e.g., fall, spring, summer.

One Semester Only? (4)

Indicate whether or not the special fees will only be required for a single semester.

Justification (5)

Indicate why the special course fee is required. Include an explanation of exactly how the revenue from the fee will be spent. Explain how the class situation justifies a fee by applying one or more of the conditions above.

Budget

Estimated Revenue (6)

Indicate total estimated revenue. Multiply the fee amount times the projected number of students per semester.

Estimated Expenditures (7)

Estimate planned expenditures which will utilize revenue from the special course fee.

Indicate each expenditure item.

Indicate the amount to be spent for each expenditure item.

Indicate the expenditure object for each expenditure item. Refer to 70.09 for an explanation of University expenditure objects.

Total (8)

Calculate total estimated expenditures.

Net

If estimated expenditures exceed estimated revenues, the requester indicates what funds will be used to replace the deficit.

If revenues greatly exceed expenditures at the end of the fiscal year, the continued existence of the fee at the current level may be questioned by the Controller. A ten percent surplus is considered reasonable.

Departmental Budget Number (9)

Enter the budget number for the responsible department.

Requester Name and Signature (10)

The requester indicates his or her name and title and signs and dates the request.

Chair and Dean Name and Signature (11)

Special Course Fee Requests must be approved by each indicated office before the new fee can be established.

The requester routes the form to the chair and dean for approval. The form is then sent to the University Receivables Section of the Controller's Office.

APPROVAL OR DENIAL

The Fee Committee or Controller either approves or does not approve the request.

If approved, the course budget is assigned an account number.

The semester the new fee goes into effect is indicated.

Controller's Office personnel inform the Registrar of the new fee.

Denials

The Controller's Office returns denied requests to the initiating department. After including additional clarification and justification, the department may resubmit a denied request to the University Fee Committee.

DEADLINES

A special course fee cannot be assessed unless it is published in the TIME SCHEDULE distributed prior to the applicable semester. Submit the Special Course Fee Request to University Receivables prior to the following dates in order to meet the Time Schedule's publication deadlines.

Fall semester - February 28

Spring semester - September 30

Summer session - September 30

DEFICITS

Deficits are not allowable in the course account. Expenditures which create deficits are to be transferred to departmental budgets (see 30.25). See 30.21 for overdraft procedures.

ALLOWABLE CHARGES

Only expenditures that relate directly to the course are allowable.

Inappropriate charges to the account must be transferred to departmental budgets. See 30.25.

Controller's Office personnel periodically review the appropriateness of expenditures.

CHANGE/DELETION

A revision to an approved special course fee amount or deletion of a special course fee requires resubmittal of the Special Course Fee Request form. Annual fee increases are limited by legislative action.

See the PDF master form:
30.95.6: Special Course Fee Request
Complete and/or print as needed

30.96_Special_Course_Fees_for_Computer_Laboratories.htm

Posted in:Uncategorized

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FINANCE
30.96.
Revised 10-04
University Receivables
335-9651 OVERVIEW

Educators and administrators may request the establishment of special course fees to pay for operating costs associated with computer laboratories. Follow procedures in 30.95 to request a special course fee for a computer laboratory. The following conditions also apply.

SUPPORT

Such computer laboratories are not intended to be entirely self-sustaining. The department or college is responsible for acquiring and upgrading the laboratory and associated equipment from funds other than revenues from special course fees.

Allowable

Revenues from special course fees may support:

Personnel to serve as computer laboratory monitors and assistants. (This may include graduate assistants.)

Consumables, e.g., paper, printer supplies, diskettes.

Software and software upgrades.

Equipment maintenance.

Prohibited

Revenues from special course fees may not support:

Faculty salaries.

Replacement or acquisition of equipment or furniture.

Remodeling costs associated with establishing or upgrading a laboratory.

70.18_Using_Registered_Student_Organization_Accounts.htm var _gaq = _gaq || []; _gaq.push(['_setAccount', 'UA-35679917-1']); _gaq.push(['_trackPageview']); (function() { var ga = document.createElement(‘script’); ga.type = ‘text/javascript’; ga.async = true; ga.src = (‘https:’ == document.location.protocol ? ‘https://ssl’ : ‘http://www’) + ‘.google-analytics.com/ga.js’; var s = document.getElementsByTagName(‘script’)[0]; s.parentNode.insertBefore(ga, s); })();

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FINANCIAL SERVICES OFFICES

In accordance with University regulations, each campus establishes an office to serve as the financial services office. (WAC Chapter 504-28) This designated office administers, monitors, and is the point of contact for campus registered student organization (RSO) accounts.

For the purposes of this section, the designated financial services offices are:

WSU Pullman Financial Services Office; telephone 509-335-1085; room CUB 60.

WSU Spokane Student Affairs; telephone 509-358-7526; room Academic Center Suite 130.

WSU Tri-Cities Office of Student Affairs; telephone 509-372-7139; room West 201B.

WSU Vancouver Office of Student Involvement; telephone 360-546-9530; room VFSC 123.

RSO accounts are administered through the University's accounting system in program 17C.

Signature Cards

In order to disburse funds from an RSO account, the organization must have a current signature card on file with the campus financial services office. The signature card must include the names and signatures of the individuals responsible for the account.

The signature card is valid for one academic year and expires on July 31st each year.

The RSO obtains the signature card from the campus financial services office. The organization's advisor and a minimum of two student officers (such as president and treasurer) are required to sign the card. Authorized signatories must present photo ID when signing the card in the campus financial services office.

An RSO that has a midyear change in advisors or officers must update the signature card.

Additional Guidance

For advisory guidelines regarding registered student organizations refer to the Registered Student Organization Guidelines webpages located at:

http://www.studentinvolvement.wsu.edu/

The Spokane, Tri Cities, and Vancouver campuses and Distance Degree Programs may also refer to these webpages for guidance in collaboration with the designated campus student affairs and/or student involvement office.

PURCHASES AND TRANSFERS (WSU VENDORS)

RSOs use Interdepartmental Requisition and Invoices (IRIs) to make purchases from University service centers and to make transfers between RSOs.

Purchases from University Service Centers

An organization uses an Interdepartmental Requisition and Invoice (IRI) to make purchases from University service centers. The organization must include the following information on the IRI:

Description of the services being provided,

Dollar amount,

Name of the vendor department, and

RSO approving officials names, signatures, and dates.

Obtain paper supplies of the IRI form from the campus financial services office or by completing and/or printing the PDF form on 70.05.6.

See 70.05 and below for form completion instructions.

Transfers Between RSO Accounts

For transactions between RSO accounts, the campus financial services office transfers the requested amount from one RSO account to another RSO account, in lieu of preparing a check.

To request a transfer, a RSO account holder submits a completed IRI form to the campus financial services office. The organization
must include the following information on the IRI:

Description of the services being provided or a justification supporting the transfer,

Dollar amount, and

Name and project number of the recipient account in the Vendor Department field, and

RSO approving officials names, signatures, and dates.

IRI Form Completion

RSOs follow the procedures in 70.05 and below to complete the IRI with the following approval and routing differences:

Organization Approval

A minimum of two signatures is required; one authorized student officer signature and one authorized organization advisor signature. (See signature cards above regarding authorization.)

Routing

The organization retains one copy (pink) and routes two copies (white and yellow) to the campus financial services office for approval. (NOTE: The color copies are applicable when using the three-part paper IRI.)

The campus financial services office:

Reviews the form for completion,

Verifies the signatures against the signature card on file, and

Verifies the organization's account balance to ensure funds are available.

After approval, the campus financial services office routes two copies (white and yellow, if applicable) to the vendor department.

The campus financial services office retains a copy.

Vendor Department

The vendor department indicates items/services provided to the organization and costs per item on the form.

The vendor department retains a copy and forwards two copies (white and yellow, if applicable) to the IRI desk, Controller's Office, for processing.

The vendor department provides the requested items or services to the organization.

PURCHASES FROM INDIVIDUALS AND NON-WSU VENDORS

An organization completes a Request for Check Issuance form to authorize the campus financial services office to withdraw funds from the organization's account and issue a check to a non-WSU vendor or an individual claimant.

Obtain supplies of the Request for Check Issuance form from the campus financial services office or the Student Involvement website at:

http://www.studentinvolvement.wsu.edu/

Request for Check Issuance Form Completion

Complete all blanks on the Request for Check Issuance form. The campus financial services office returns incomplete forms to the organization advisor.

Account Name

Enter the name of the requesting organization.

Account Number

Enter the eight-digit budget/project number of the account supporting the expenditure.

Vendor Or Claimant

Enter the address of the vendor or claimant. (This address is required even when the check is picked up.)

For payments to individuals, enter the claimant's WSU ID number or social security number.

Approved For Payment

A minimum of two signatures is required; one authorized student officer signature and one authorized organization advisor signature. (See signature cards above regarding authorization.)

NOTE: An individual who is approving a check request must not be the person to whom the check is payable.

Check Handling

Indicate on the form how the campus financial services office is to handle the check.

The campus financial services office either mails the check to the claimant or holds the check for pickup.

Invoice

Enter the requested invoice number under Invoice # on the form. An invoice, receipt, or other documentation that clearly establishes the payment as a valid expense must be attached to the form submitted to the campus financial services office.

Descriptive Information

Complete all fields including Description, Quantity, Unit, Unit Price, and Amount. Enter the total cost of all items.

Attachments

Clearly mark any documents that should go to the vendor, i.e., statement stub, by writing "MAIL ENCLOSURE" on each document. Attach these documents to the upper-left corner of the form.

Routing

The organization retains one copy (pink) of the form and routes two copies (white and yellow) to the campus financial services office.

Approval

The campus financial services office:

Reviews the form for completion,

Verifies the signatures against the signature card on file, and

Verifies the organization's account balance to ensure funds are available.

After approving the check issuance, the campus financial services office forwards the request to the Pullman financial services office to enter the request into the online Purchasing/Accounts Payable/Receiving Application (PAPR) and schedule the check issuance.

The Pullman financial services office forwards the original request form and the supporting documentation to Accounts Payable in the Controller's Office.

The Controller's Office retains the original and the supporting documents.

Check Distribution

The Controller's Office mails the check when "Mail to Claimant" is indicated under Check Handling on the request form.

When "Hold for Pickup" is indicated under Check Handling on the request form, the campus Financial services office holds the check for pickup. An individual must claim his or her check. Each claimant must present a valid photo ID.

If an individual is unable to claim her or his own check, he or she may appoint a designee. The designee must present a signed document from the individual to whom the check is payable, authorizing the designee to pick up the check. The designee must also present a valid photo ID.

ACCOUNT MANAGEMENT

Interest Distribution Policy

Accounts with balances greater than $7,500 on the last day of the month receive interest income for that month. The monthly interest rate earned by WSU's pooled investment fund determines the earned interest rate. Earned interest is deposited to each qualifying account on the 25th day of the following month after the end of each quarter.

Administrative Fee Policy

The campus financial services office charges an annual administrative fee of $75 for each account maintaining a balance of $7,500 or more during the academic year (August through May). The campus financial services office charges this fee on June 30 and notifies each account advisor.

Abandoned Accounts

For definition and advisory guidelines regarding abandoned accounts, refer to the Finance section of the Registered Student Organization Guidelines website at:

http://www.studentinvolvement.wsu.edu/

The campus financial services office is responsible for closing an abandoned account.

55.26_Positive_Pay_Report.htm

Posted in:PAYROLL

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OVERVIEW

The Positive Pay Report is used to report unpaid and unreported hours or pieces from previous pay periods for employees whose pay depends upon actual hours worked or pieces completed. The form is also used to report unpaid and unreported hours for alternate work week employees whose pay depends upon the total number of hours in the pay period.

Departments are to use the Positive Pay Report for the following reasons:

To report hours worked or pieces completed which were not entered in the Positive Pay Time Entry (PPAYMENT) area of DEPTPAY for the pay period in which they were earned.

To report hours or pieces for an employee hired on an account which is not listed as active by Payroll Services. See the QRYSCAN area of DEPTPAY for listing of current active accounts for departmental positive pay transactions.

DEPTPAY is part of the Administrative Information Services applications DEPPS and HEPPS. See 55.22 and 85.33.

Requesting a Positive Pay Report

To request a Positive Pay Report, complete and print the PDF master form on page 55.26.2. Submit the completed Request for Positive Pay Report to Payroll Services.

See the PDF form:
55.26.2: Request for Positive Pay Report
Complete and/or print as needed.

70.29_Ordering_Alcoholic_Beverages.htm

Posted in:POLICY

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Posted on January 06,2014 by jeremy.bass

PURCHASING
70.29
Revised 6-10
Purchasing Services
335-3541
PDF link

Funding

Only the following types of accounts, with indicated limitations, may be used to purchase alcoholic beverages.

Accounts in programs 09G or 14L (conference accounts). Only the conference account designated to pay costs of the event may be charged for the alcoholic beverages. Any income must be deposited back into that account.

Certain accounts in program 17A (discretionary funds). If the expenditure is from a discretionary account, the item purchased must conform with the donor's intent as documented on an Establishment of Fund form. See 30.75.

Accounts in program 17C (agency accounts).

Other accounts if the beverage is to be used for food preparation, e.g., state-supported accounts.

Approval

After obtaining approval of the unit administrator responsible for the location where the event occurs, University personnel may interact directly with the Washington State Liquor Stores and vendors to obtain permits, licenses, and beverages.

Student Affairs

Student Affairs units or related student services units follow this procedure, but also obtain approval from the campus Student Affairs office before purchasing licenses/permits and everages. Contact the applicable campus' designated financial services office for the campus Student Affairs office's approval procedures.

For the purposes of this section, the designated student organization financial services offices are:

WSU Pullman Financial Services Office; telephone 509-335-1085; room CUB 60.

WSU Spokane Student Affairs; telephone 509-358-7526; room Academic Center Suite 130.

WSU Tri-Cities Office of Student Affairs; telephone 509-372-7139; room West 201B.

WSU Vancouver Office of Student Involvement; telephone 360-546-9530; room VFSC 123.

Revenues

All income relating to the sale or use of alcoholic beverages is accounted for in accordance with receipting and depositing procedures in 30.52 and 30.53.

Storage

The unit administrator designates a custodian to be responsible for stored alcoholic beverages. The custodian ensures that alcoholic beverages are stored in a secure, preferably locked, location. Excess alcoholic beverages not used at an event are to be closely monitored and controlled.

Procedures

Obtaining the permits and purchasing the beverages are separate aspects of sponsoring an event. This section first describes how to obtain the required permits/licenses (see below) and then describes how to purchase beverages (see below). This section also describes how to handle unused beverages after an event (see below).

STATE PERMITS/LICENSES

State of Washington permits/licenses are required if alcoholic beverages are served at University events. Units are to refer to the brochures published by the Washington State Liquor Control Board for complete information regarding rules and restrictions. Brochures are available at the liquor store or from the Liquor Control Board Special Licenses and Permits website at:

http://www.liq.wa.gov/licensing/special-licenses-and-permits

Forms

Units must complete the appropriate state of Washington form to obtain state approval to serve or sell liquor. (See below and below.)

Permit to Serve Liquor

A Banquet Permit (Washington State Liquor Control Board Application and Banquet Permit) authorizes the service and consumption of liquor at a private, invitation-only banquet or organized gathering in a public place or club at a specified date and place.

Restrictions

The following restrictions apply to a Banquet Permit:

Attendance must be by invitation only. The event may not be open or advertised to the general public. Examples of acceptable events include University or department banquets, retirement parties, and other department events.

The event may not be for business promotion purposes.

Liquor may not be served to anyone who appears intoxicated or is under 21 years of age.

Intoxicated persons or those under 21 years of age may not drink or possess liquor during the event.

All liquor must be purchased from a retail entity and must be consumed between the hours of 6:00 a.m. and 2:00 a.m. (WAC 314-11-070)

The sale of liquor by the drink is prohibited. However, "package deals" are allowed that may include the cost of dinner, liquor, and entertainment.

Tickets exchangeable for drinks may be issued as part of the package price. No separate or additional charge may be made for liquor.

For further information, see the Banquet Permits Information Brochure. See above.

License to Sell Liquor

A Special Occasion License (Special License to Sell Beer, Wine or Spirituous Liquor at Special Occasion) authorizes a society or organization to sell alcoholic beverages at a special occasion on a specified date and place.

Restrictions

The following restrictions apply to a Special Occasion License:

Spirituous liquor must be purchased from a state or contract liquor store.

Special occasion licensees may not advertise or sell beer, wine, or spirits below cost.

Manufacturers or distributors may not provide goods or services to special occasion licensees, except as follows:

Draft beer dispensing equipment;
Advertising services;
Wine pouring or dispensing services at tasting exhibitions; or
Event judging.

Special occasion licensees may not make awards or gifts of liquor.

Liquor may not be sold or served to anyone who appears intoxicated or is under 21 years of age.

Intoxicated persons or those under 21 years of age may not drink or possess liquor during the event.

If the event is held at liquor-licensed premises, the licensed liquor entity may not sell or serve its liquor in the room where the event is being held.

For further information, see the Special Occasion License Information brochure from the Washington State Liquor Control Board. See above.

Permit/License for Each Event

Purchase a separate Banquet Permit or Special Occasion License for each event at which alcoholic beverages are served.

Permit/License Not Required

If the alcohol is to be consumed at a private function at a residence or used for cooking, state of Washington permits or licenses are not required.

Obtaining Banquet Permit

The unit must purchase the Banquet Permit at least three days before the event. The unit may use a Departmental Requisition (see 70.10) or a purchasing card (see 70.08) to purchase a banquet permit. NOTE: The cost for a banquet permit must be charged to an account in programs 09G, 14L, 17A, or 17C only. A state-supported account may not be used to support the cost of a banquet permit.

Departmental Requisition

Prepare a Departmental Requisition for the Banquet Permit. Indicate the Washington State Liquor Control Board as vendor. Enter the name and telephone number of an individual for Controller's Office personnel to contact when the check is ready. Route the Departmental Requisition to Purchasing Services.

For non-Pullman requesters, also enter the department's campus building and room number or mailing address.

Purchasing Card

Units with non-state-supported accounts (programs 09G, 14L, 17A, or 17C) may use purchasing cards to purchase banquet permits from state or contract liquor vendors. For a list of state or contract liquor vendors, refer to the Washington State Liquor Control Board Find a Store website at:

http://www.liq.wa.gov/stores/find-store

NOTE: Purchasing cards may not be used to purchase alcoholic beverages or special occasion licenses. See below.

Check

The Controller's Office prepares a check for the permit and notifies the purchaser when the check is ready.

Pullman Department

A WSU Pullman department purchaser picks up the check from the Check Distribution Section of the Controller's Office.

Non-Pullman Department

For non-Pullman purchasers, the Controller's Office sends the check to the purchaser's department.

Banquet Permit Application

A WSU administrator or employee completes the permit application at the liquor store. The information below is required to complete the permit application:

Name of department.

Name, telephone number, and home address of the person responsible for arrangements.

Date and beginning and ending times for the occasion.

Location of the occasion, including address, building, room number.

Purpose of occasion.

Number of member attendees.

Number of guest attendees.

Number of attendees under age 21.

Whether or not members will bring their own liquor.

Name, address, and telephone number of caterer.

Whether or not the applicant is an owner, corporate officer, or employee of a licensed liquor business. If so, the name and telephone number of the business.

WSU Approval

A WSU unit administrator responsible for the location where the event occurs signs the permit application. The unit administrator may authorize a subordinate employee to sign the form.

Permit Issued and Posted

The liquor store issues the Banquet Permit to the WSU unit. The unit displays the permit at the event.

Obtaining Special Occasion License

To assure that the documentation arrives at the Liquor Control Board at least 30 days in advance as required by Board regulations, begin the purchasing process at least 45 days before the event.

Units may use a Departmental Requisition only to purchase special occasion licenses. See 70.10. Units may not use purchasing cards to purchase special occasion licenses or alcoholic beverages.

Possession of License

The Special Occasion License must be in the hands of the applicant before alcoholic beverages may be purchased for resale.

Departmental Requisition

Prepare a Departmental Requisition.

The license amount varies, depending upon the type of beverage sold, i.e., beer, wine, or spirituous liquor. Refer to the Liquor Control Board's brochure for license amounts.

Indicate the Washington State Liquor Control Board as vendor.

Indicate the applicant's name and telephone number. The Controller's Office contacts the indicated person when the check is ready.

If the applicant works for a WSU Pullman department, he or she picks up the check from the Check Distribution Section of the Controller's Office. If the applicant works for a non-Pullman department, the Controller's Office sends the check to his or her department.

License Application

A WSU administrator or employee completes the application at the liquor store. The information below is required to complete the indicated numbered lines on the license application:

Name and address of department. (1-2)

Indicate that WSU is a nonprofit organization. Leave Secretary of State file no. blank. (3)

Name, telephone number, and title of an officer in the department or organization. (5)

Whether the department or organization has previously held a special occasion license. If so, when. (6)

Location of the occasion, including address, building, room number. (7-8)

Whether or not the occasion is to be held inside city limits. (8)

Whether or not the event is held on school property. Leave License No. blank.

The approving administrator/employee signs and dates the form. See "WSU Approval" below. (9)

Number of member attendees. (10)

Number of guest attendees. (10)

Number of attendees under age 21. (10)

Whether or not the event is open to the general public. If so, how event will be advertised. (11)

What is included in the admission price. (12)

How monies from event are distributed. (13)

Whether or not any liquor distributor, manufacturer, wholesaler, or agent is providing advertising, money, prizes/gifts, or merchandise. (14)

Name and day and night telephone numbers of contact person.(15)

Time and date of the occasion. (15)

Type of occasion, i.e., dance, lunch/dinner, cocktail, auction, music, fashion show, Reno night, outdoor event, no host, wine/ cheese party, community celebration, other (specify). (15)

Name and mailing address for the Liquor Control Board to mail the license. (16)

WSU Approval

A WSU unit administrator responsible for the location where the event occurs signs the license application. The unit administrator may authorize a subordinate employee to sign the form.

License Issued and Posted

The liquor store issues the Special Occasion License to the WSU unit. The unit displays the license at the event.

PURCHASING ALCOHOLIC BEVERAGES

From Private Retailers

Follow the procedure below to purchase beverages from private retailers, e.g., grocery stores, convenience outlets. (This procedure applies primarily to beer and wine purchases.)

When purchasing beverages from private retailers for consumption at private events or for cooking, a department may use the procedure described below or use the confirming requisition procedures in 70.20 if Purchasing Services has granted prior approval.

Departmental Requisition

Complete a Departmental Requisition. See 70.10. (Do not use a direct buy procedure, such as a purchasing card, Department Order, or an existing blanket purchase order.)

Include quantities, prices, and descriptions on the Departmental Requisition. (Estimates for prices and totals are acceptable.) Enter the telephone number of an individual for Purchasing Services personnel to contact when the Purchase Order is ready. If the alcohol is to be used for cooking, so indicate.

For non-Pullman departments, also enter the campus building and room number or mailing address.

Route the completed Departmental Requisition to Purchasing Services.

Purchase Order

Purchasing Services prepares a Purchase Order (field order) which may be used to obtain the beverages on a charge basis. Purchasing Services notifies the contact individual indicated on the Requisition when the Purchase Order is ready.

WSU Pullman Departments

WSU Pullman department personnel pick up the Purchase Order from Purchasing Services.

Department personnel take the Purchase Order to the vendor and purchase the beverage.

Non-Pullman Department

For non-Pullman purchasers, Purchasing Services sends the Purchase Order to the department.

Department personnel take the Purchase Order to the vendor and purchase the beverage.

From the Washington State Liquor Store

When purchasing beverages from the Washington State Liquor Store for consumption at private events or for cooking, a department may use the two-step procedure described below or use confirming requisition procedures in 70.20 if Purchasing Services has granted prior approval. NOTE: A department may not use a purchasing card to purchase alcoholic beverages.

Invoice Voucher (Step 1)

Prepare a State of Washington Invoice Voucher. Refer to the sample in the PDF version of page 70.29.10. Include current prices, quantities, and descriptions. Alcoholic beverages should be purchased during the same calendar month that prices are obtained or verified. The liquor store changes prices, as necessary, on the first day of each month.

Take the Invoice Voucher to the liquor store and have liquor store personnel sign the vendor's certificate.

Departmental Requisition (Step 2)

Prepare a Departmental Requisition, including quantities, prices, and descriptions.

Indicate the Washington State Liquor Store as vendor.

In Pullman, the vendor is Washington State Liquor Store #49. Non-Pullman units may obtain local state liquor store numbers from the Washington State Liquor Control Board Find a Store website at:

http://www.liq.wa.gov/stores/find-store

Enter the telephone number of an individual for Controller's Office personnel to contact when the check is ready.

For non-Pullman requesters, also enter the department's campus building and room number or mailing address.

If the alcohol is to be used for cooking, so indicate.

Route the signed Invoice Voucher and the completed Departmental Requisition to Purchasing Services.

Purchase Order/Check

Purchasing Services prepares a Purchase Order (field order) for all items, following advance payment procedure. Purchasing Services forwards the original copies of the Invoice Voucher and Purchase Order to the Controller's Office. Controller's Office personnel telephone the department when a check for the items is ready. The check is payable to the Washington State Liquor Control Board.

Pullman Department

A WSU Pullman department purchaser picks up the check from the Check Distribution Section of the Controller's Office.

The purchaser uses the check to purchase the alcoholic beverages at the state liquor store.

Non-Pullman Department

The Controller's Office sends the check to the non-Pullman purchaser's department.

The purchaser uses the check to purchase the alcoholic beverages at the state liquor store.

UNUSED ALCOHOLIC BEVERAGES

Returning Unused Alcoholic Beverages

After the event, the department may return remaining unopened bottles of beer and wine originally purchased from the liquor store.

If returning unopened bottles of beer and/or wine, telephone the liquor store in advance to ensure that enough cash will be available to make the refund.

Request an itemized receipt for the returned alcohol.

Deposit the Money

Deposit the refund as a recovery of expenditure to the account that originally paid for the beverage. Follow deposit procedures in 30.53. Include the refund receipt with the deposit documentation.

Storing Unused Alcoholic Beverages

After the event, the department may store remaining unopened bottles of beer, wine, and/or spirituous liquor. The department custodian must ensure that the unopened alcoholic beverage bottles are stored in a secure, preferably locked, location. Excess alcoholic beverages not used at an event are to be closely monitored and controlled.

New Permit or License

The department must apply for a new permit or license in order to serve the remaining alcoholic beverages at another event held at a later date.

95.25_Speaker_Travel_and_Speaker_Fees.htm

Posted in:HIRING A SPEAKER

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TRAVEL
95.25
Revised 6-12
Travel Services
335-2034 PDF link

Departments frequently conduct programs which include individuals with expertise who present or participate in lectures, seminars, productions, or conferences. Prior to hiring a speaker or conference participant, the sponsoring department must decide whether the individual should be hired as an employee or as an independent contractor.

An independent contractor presents material based upon personal experience, specific expertise, or other information. An independent contractor does not have continuing responsibility. See 70.50 and 60.01 for definitions of an independent contractor.

Employee

An employee is responsible for conducting a class which includes presentation of the material, evaluation, and related responsibilities. The duration of the class is not a factor. Faculty who team teach a course are considered employees. These faculty titles may be visiting professors or visiting lecturers.

If proposed duties are employee duties the individual should be hired as a University employee. See Chapter 60 for personnel procedures.

Foreign Speaker

If the speaker is a nonresident alien, refer to 60.05 or contact Payroll Services for special instructions; telephone 335-9575.

AUTHORIZATION

If the proposed speaker is an independent contractor, the department must complete the appropriate form to authorize the travel expenses and/or the fee. The department selects the authorization form based on the fee amount, as indicated below.

$10,000 and Over

The department completes a Departmental Requisition to authorize the fee and any necessary travel expenses if the proposed fee is $10,000 or more. See 70.50.

Under $10,000

The department completes a Travel Authority to authorize the travel expenses and/or fee if the proposed fee is less than $10,000. Refer to the example in the PDF version of page 95.25.3. See 95.05 for general Travel Authority instructions.

BILLING

After the event or program, the department must complete the appropriate form to claim payment for expenses associate with speaker and conference participant expenses. The department selects the form based on whether or not the claim includes travel expenses. (See below.)

Claim Includes Travel Expenses

If the claim includes travel expenses, the department prepares a Travel Expense Voucher to claim payment for the speaker and conference participant expenses associated with expenses. The department enters the fee under Other Expenses.See the PDF version of page 95.25.4 for an example.

Claim Does Not Include Travel Expenses

The department uses a State of Washington Invoice Voucher to claim a fee payment for the speaker or conference participant if the claim does not include travel expenses. See 30.45.

Taxpayer Identification

Obtain the speaker's taxpayer identification number, i.e., social security number or employee identification number. Enter the number on the Travel Expense Voucher or Invoice Voucher. WSU uses this number to meet IRS reporting requirements.

40.00_Contents.htm

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http://www.wsu.edu/~forms/HTML/BPPM/40_Sponsored_Agreements/40.00_Contents.htm

If you are not redirected within 5 seconds, click the hyperlink above.

Please update your bookmarks.

80.56_Minor_Construction_Renovation_Remodeling_and_Demolition.htm

Posted in:SERVICES

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POLICY

All minor construction, renovation, remodeling, improvement, demolition, and furniture projects must be approved in advance by Facilities Operations, and the responsible administrator (dean, director, chair) to ensure:

Appropriate funding for the project.

Compatibility of project with existing spaces and utility systems.

Adherence to WSU policies, standards, and regulations.

Adherence to applicable local, state, and federal codes and regulations.

Adherence to civil service and public works laws.

PROJECT MANAGEMENT

The University's Facilities Operations management staff oversee all project management aspects of planning, budgeting, design, construction, and management.

Those projects subject to public works law (RCW Title 39) must be constructed by contractors licensed in the state of Washington. Facilities Operations plans, budgets, designs, coordinates, and manages all public works construction contracts. The staff member assigned to the construction phase is the sole point of contact for the contractors.

Projects not subject to public works law may be constructed by Facilities Operations.

PROJECT REQUESTS, FUNDING, ESTIMATES, AND DESIGN

Departments must submit a written request to Facilities Operations by e-mail or through the myFacilities website for any type of proposed building alteration, minor construction, renovation, remodeling, improvement, or demolition activity or project. The myFacilities website is at:

http://myfacilities.wsu.edu

NOTE: The requester must use the Internet Explorer browser version 5.0 or higher in order to submit project requests through this website.

Requests should include as much information as possible, such as:

A thorough description of the project, including sketches when appropriate or other supporting documentation to assist scope definition;

Schedule requirements or preferences;

Full account coding with funding in an amount to support the project scope;

Any budget limitations;

Approval of the responsible dean, director, or chair.

Facilities management staff prepare a project proposal including a scope description, a cost estimate, and a time schedule. Facilities management routes the proposal to the department for review and approval prior to proceeding with a project.

Written approval by the department encumbers funds up to the total project cost estimate, and serves as authorization for Facilities Operations staff to expend the funds.

Facilities Operations proceeds with the design and construction of the project and provides the department with regular progress updates throughout the project's lifecycle.

LIMITED SELF-PERFORMED WORK

Facilities Operations may approve self-performed work for limited building alterations which are not subject to public works law nor impact code-related issues, e.g., electrical, fire, building. Facilities Operations must approve self-performed alterations in advance.

UNAUTHORIZED MODIFICATIONS OF UNIVERSITY FACILITIES

In an effort to discourage unauthorized modifications, the Provost has directed Facilities Operations staff, when they encounter such modifications, to:

Notify the appropriate dean, director, or department chair, and

Make appropriate modifications to the facility to bring it into compliance with University standards and applicable codes.

The occupying department must cover the expense of these corrective actions.

("Unauthorized Modification of University Facilities," Provost memorandum to WSU departments, January 26, 2006.)

60.86_Employee_Assistance_Program.htm

Posted in:PERSONNEL

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OVERVIEW

The University's Employee Assistance Program (EAP) provides confidential counseling and referral services. The program assists employees in identifying and resolving or managing personal issues, such as:

Home and family issues

Stress/depression

Health concerns

Changes in the workplace

Drug/alcohol abuse

Personal and interpersonal concerns

Other issues affecting life and job performance

The Employee Assistance Program is intended to:

Assist employees with clarifying issues,

Provide short-term counseling, and

Make referrals to appropriate external resources for longer-term assistance as needed.

The Employee Assistance Program is not intended to provide long-term assistance, but does provide various types of short-term assistance services, typically no more than five sessions per specific concern. The EAP also provides referrals for long-term assistance.

EMPLOYEE ASSISTANCE PROGRAM AT WSU

Washington State University, in collaboration with the Office of the State Human Resources Director and other assistance providers, furnishes services to all employees regardless of their location.

NOTE: For purposes of this section, civil service and collective bargaining unit employees are referred to collectively as classified employees.

Pullman Employees

All Pullman faculty, administrative professional, and classified employees are eligible for assistance by the University's Employee Assistance Program (EAP). The Division of Student Affairs and Enrollment provides counseling services to graduate students through WSU Counseling Services.

The University's Employee Assistance Program (EAP) reports to the Executive Director of Health and Wellness Services. The EAP may make referrals to appropriate University service units, such as:

Human Resource Services,

Faculty Status Committee,

Women's Resource Center,

Ombudsman,

Organizational Effectiveness/Conflict Management, and

ADA Compliance Officer.

Other technical experts may be contacted as appropriate with the permission of the employee.

For short-term assistance, counseling by a licensed psychologist is available. For longer-term assistance, EAP provides referrals to counseling resources in the community.

Contacting EAP Personnel

To make an appointment with an EAP psychologist or counselor, telephone 335-5759.

EAP assistance may also be accessed from the EAP website, at:

http://www.eap.wsu.edu/

Emergency Assistance

For emergencies during nonbusiness hours, contact:

Palouse River Counseling; telephone (509) 334-1133

Pullman Regional Hospital; telephone (509) 332-2541

State Employee Assistance Program; telephone (toll free) 1-877-313-4455

Referrals

A supervisor may refer an employee to the Employee Assistance Program (EAP) office or seek guidance from the EAP regarding an employee issue. A supervisor or an employee may elect to contact the EAP office directly. EAP office personnel are permitted disclose to the employee that the supervisor consulted with the EAP.

The EAP office provides information or appointments as soon as possible.

Non-Pullman Employees

All non-Pullman faculty, administrative professional employees, classified employees, and graduate assistants are eligible for assistance from the Office of the State Human Resources Director Employee Assistance Program. Services are available to employees located in every county in Washington.

Contacting the State EAP

Employees may contact the state EAP directly. A supervisor may refer an employee to the EAP.

For more information about specific services provided by state EAP:

Telephone (Toll free) 1-877-313-4455; or

Refer to the State Employees--Employee Assistance Program area of the Office of the State Human Resources Director website at:

http://www.hr.wa.gov/

Contact the Olympia EAP Office at:

3400 Capitol Boulevard, Suite 103
Olympia, WA 98504
Telephone: (360) 753-3260
Fax: (360) 664-0498

WORK TIME AND COST

Appointments with the Pullman or State EAP

Release Time

An employee must have the approval of the supervisor for time away from the workstation. Employees and supervisors should agree upon appointment times in advance. The employee is not required to provide the reason for the visit to the supervisor. EAP appointments are considered release time.

Direct questions regarding use of release time to Human Resource Services; telephone 509-335-4521.

Cost

The EAP provides consulting services to employees free of charge for short-term care. However, the EAP is not intended to be a substitute for long-term counseling options provided through University employee benefit plans. Contact Human Resource Services or the individual insurance carrier to determine whether employee medical insurance covers the cost of the assistance service.

For information regarding University employee benefit plans, see the Current Employees--Benefits area of the HRS website at:

http://hrs.wsu.edu/

Appointments with External Service Providers

Employee Leave

If referral is made to an external organization for services not related to conditions or stuations for which sick leave is available, employees must use annual leave, compensatory time, or leave without pay for the visit. NOTE: The employee is not required to use sick leave for the visit, even if applicable.

If referral is made to medical or psychological services, employees may use sick leave, annual leave, compensatory time, or leave without pay.

For visits to other types of agencies, employees use annual leave, compensatory time, leave without pay, or sick leave if appropriate.

Cost

Although there are no charges for services provided by EAP, employees are responsible for the cost of visiting any external service provider.

In many cases, an employee's medical insurance benefits may cover some of the costs involved. Contact Human Resource Services or the individual insurance carrier to determine whether employee medical insurance covers the cost of the assistance service.

For information regarding University employee benefit plans, see the Current Employees--Benefits area of the HRS website at:

http://hrs.wsu.edu/

CONFIDENTIALITY

Confidentiality is maintained regarding all contacts with the EAP to the extent allowed by law.

If a supervisor refers an employee to the EAP, the program confirms for the supervisor, upon his or her request:

Whether or not the employee directly contacted the EAP, and

Dates meetings took place.

The EAP releases no other information to the supervisor or others without the consent of the employee.

50.20_Access_to_University_Facilities.htm

Posted in:SAFETY AND SECURITY

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OVERVIEW

The University controls access to University facilities in order to promote and maintain the following:

Safety and security of University students, staff, faculty, and visitors.

Security of University property.

Security of University records.

Integrity of University research projects.

Continuity of official University business conducted in classrooms, laboratories, workplaces, and athletic/artistic performance facilities.

University Facilities

University facilities are identified as all buildings and grounds owned or controlled by the University and the streets, sidewalks, malls, parking lots, and roadways within the boundaries of property owned or controlled by the University. (WAC 504-35-020)

Residence Halls

University administrators or designees, officers, agents, or employees are to have access to residence halls at all times while in the performance of assigned duties that include:

Working with residence hall residents or programs;

Performing custodial, maintenance, or operations of residence halls; or

Performing safety, emergency, security, police, or fire protection services.

(WAC 504-24-025)

Emergencies

In an emergency, police, fire, and safety personnel may access any University location.

RESTRICTED AREAS

Restricted areas include locations where official University activities are carried out, e.g., offices, classrooms, laboratories, shops, workplaces, swimming pools, weight rooms, animal facilities, shooting ranges, and croplands.

Department Access

The department chair or equivalent administrator is responsible for controlling access to restricted departmental areas. The chair may develop access guidelines for specific departmental locations in order to minimize the possibility of exposure to safety and environmental hazards or disruption of official University business. NOTE: Access guidelines for all University locations must allow access to police, fire, and safety personnel in emergency situations.

Authorized Personnel

The following individuals may be authorized access to specified University facilities:

Employees

Employees may access locations for the purposes of conducting assigned University duties, e.g., research, custodial, departmental operations.

Students

Students may access classrooms, laboratories, assigned offices, and other areas where instruction or other official student activities occur.

Official student activities include activities which are: associated with official University classes, associated with University research under the direction of a University staff or faculty member, or associated with student groups which are registered in accordance with WAC 504-28-010.

Solicitors/Vendors

Solicitors may be provided access in accordance with procedures in 50.21 and 70.11.

Visitors and Volunteers

Visitors and volunteers may access restricted areas when supervised by authorized University faculty or staff. Minor visitors under 18 years of age must be directly supervised by authorized University faculty or staff.

NOTE: When not acting in their official capacities, staff, faculty, and students have only those rights of access accorded visitors and volunteers.

Hazardous Areas

Personnel accessing any hazardous area are to comply with safety requirements described in the University's Safety Policies and Procedures Manual, including all requirements regarding the use of personal protective equipment.

Visitors to hazardous areas are to be directly supervised by authorized faculty or staff.

Mechanical/Service Areas

Only authorized personnel may access University mechanical/ service areas. Authorized personnel include staff from University service departments, i.e., Facilities Operations, Capital Planning and Development, Environmental Health and Safety, Public Safety, Information Technology Services, Academic Media Services. Non-University service personnel and contractors may access such areas when authorized by the applicable University service department.

Mechanical/service areas include mechanical rooms, custodial rooms, pipe chases, steam tunnels, and rooms containing electrical, telephone, or computer control panels.

PUBLIC AREAS

Certain University locations are considered public locations which are open to orderly unsupervised access by faculty, staff, students, and visitors during the locations' building hours. Such locations include the following:

Unsecured outdoor locations, i.e., streets, sidewalks, lawn areas, malls. (NOTE: This does not include fenced construction yards or playfields/stadiums, e.g., the outdoor track or football stadium. These locations are restricted areas.)

Indoor hallways, entrances, reception areas, stairways, elevators, and public restrooms of University academic or administrative buildings during regular building hours.

Museums, lounges, libraries, and dining centers during open hours.

Certain locations used for recreation (e.g., ball courts, gymnasiums, indoor track) during open hours. Hours and locations are designated by the responsible department chair or equivalent administrator.

The University reserves the right to change or restrict the business hours for any location without advance notice for safety or security considerations.

Building Hours

Current campus building hours:

WSU Pullman

http://facops.wsu.edu/wsubuildinghours.asp

WSU Tri-Cities

http://www.tricity.wsu.edu/officehours/

WSU Vancouver

http://admin.vancouver.wsu.edu/clery-act/access-campus-facilities

WSU Spokane

Telephone WSU Spokane Facilities; 509-358-7994.

Minor Visitors

In order to access public areas, children under 14 years of age must:

Be supervised by parents or guardians, or

Be participating in University-sponsored activities that include supervision by University personnel.

AFTER-HOURS ACCESS

Refer to 50.24 for after-hours access procedures.

ENFORCEMENT

The department chair or equivalent administrator is responsible for administering the University's access policy in locations under his or her control.

A breach of policy by a WSU student, staff or faculty member may subject the individual to standard applicable disciplinary procedures.

A breach of policy by a non-University visitor may subject the individual to arrest under provisions of criminal trespass or other applicable laws.

60.82_Children_in_the_Workplace.htm

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PERSONNEL
60.82
NEW 3-02
Human Resource Services
335-4521 PDF link

POLICY

University employees are not to bring children to the workplace except as permitted by this policy.

Definition

For purposes of this policy, a child is defined as an individual under the age of 18 years who is not a student or employee of the University.

Applicability

This policy applies to employees who may wish to bring dependent children to the workplace. This policy does not apply to approved University programs that involve children in education or research. This policy does not apply to children enrolled in approved University child care facilities.

Sick Children

A child who has an illness that prevents him or her from being accepted by a regular day care provider, particularly a child with infectious disease, may not be brought to the workplace under any circumstances.

Child Care

The workplace may not be used as an alternative for regular child care.

When child care arrangements break down, an employee should seek alternatives to bringing the child to the workplace. In such cases, an employee typically uses accrued leave hours or leave without pay and cares for a child at home.

Emergency Exceptions

In emergencies, e.g., when the employee cannot be absent from the workplace, the supervisor may grant an exception to this policy. To request an exception, an employee submits a written request to the supervisor. Approved exceptions are subject to the requirements below.

Acceptable Activities

Participation in an organized and approved educational event that permits children to observe and/or participate in parents' work activities is acceptable.

An incidental and brief visit by a child to a parent's workplace is acceptable.

When Children Are Brought To the Workplace

When children are brought to the workplace, the following requirements apply:

Children are expressly prohibited from entering hazardous areas. Laboratories, kitchens, and workshops are examples of locations that often present hazards to children.

The employee who brought the child to the workplace is responsible for keeping the child within his or her "sight and sound" at all times. The employee may not ask any other employee or student to supervise the child.

The employee who brought the child to the workplace is responsible for all aspects of the child's behavior. The employee is responsible for the child's safety and is financially responsible for any damages caused by the child.

The presence of the child cannot disrupt the work environment or negatively impact the productivity of the employee who brought the child or other employees or students.

The employee's supervisor may direct the employee to remove the child from the workplace at any time if the supervisor determines that this policy has been violated or that the child's presence negatively impacts University interests.

Access Policy

See 50.20 for the general University policy regarding access to facilities.

60.81_Volunteers.htm

Posted in:PERSONNEL

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Many individuals volunteer their time to assist WSU departments in the conduct of official University activities. In order to assure that volunteers are covered for liability and workers' compensation, departments are to comply with provisions of this section. NOTE: Workers' compensation for volunteers covers medical loss but not wage loss.

University employee policies apply to volunteers, including policies in the Business Policies and Procedures Manual (BPPM), Safety Policies and Procedures Manual (SPPM), Executive Policy Manual (EPM), and other University policy manuals.

See SPPM Chapter S25 for procedures for injury reporting and filing workers' compensation claims. Section S25.20 provides procedures for reporting accidents, occupational illnesses, and workplace incidents.

Departments may direct questions to Human Resource Services (HRS); telephone 335-4521.

DEFINITION

The responsible department ensures that the following criteria are met:

A volunteer performs assigned and authorized duties for WSU without receiving wages.

The volunteer freely chooses to perform his or her assigned WSU duties.

The volunteer duties directly benefit WSU and are supervised by WSU personnel.

WSU understands and accepts that the volunteer is acting on WSU's behalf.

A volunteer is designated as such by a WSU department and is registered. See designation procedure below.

WSU may reimburse a volunteer for actual expenses incurred in the performance of assigned and authorized duties without the volunteer losing the volunteer designation.

Examples/Explanations

The following examples/explanations are not meant to be exhaustive. There are many scenarios for volunteer service to the University.

Interns receiving class credit may be considered volunteers if the assigned duties benefit WSU and the interns do not receive payment for services rendered.

Students performing duties for student clubs are not volunteers.

4-H volunteers are considered to be University volunteers because the University is required to provide 4-H programs.

An employee performing the duties he or she is normally paid to perform is not a volunteer, however, an employee may volunteer for activities unrelated to normal job duties.

DESIGNATION/REGISTRATION

Applying the above criteria, the supervising department designates each volunteer as such. In order to ensure coverage under workers' compensation and to ensure that the University is covered for liability purposes, volunteer designation must occur before any duties are performed.

The department is to maintain records for each volunteer which include the following information:

Name of volunteer;

Name of department;

Month of activity;

Dates, times, and hours of activity performed by the volunteer;

Description of volunteer services provided;

Name of department employee who supervised the volunteer;

University account number that supports workers' compensation premium charges (see 30.07);

Expenditure authority name, telephone, and e-mail address.

The department submits this information to HRS each month on a Volunteer Monthly Report. See below for form instructions. NOTE: The department may also use the Volunteer Monthly Report form for designation reporting purposes.

Payroll Services uses this information to charge the workers' compensation quarterly premium to the supervising department. HRS uses this information to provide documentation of volunteer activity in the event a volunteer files a workers' compensation or other liability claim. See also below.

Safety Orientation

Volunteers are subject to the same University requirements for safety procedures orientation and training as employees. See SPPM S20.30. Departments are to include documentation of safety orientation and training in the volunteer files.

Records Retention

The department is to maintain each volunteer file for six years after termination of service. See 90.01 for more about records retention.

MINORS

Authorization Form

In order for a minor under the age of 18 to volunteer for University duties, a parent or legal guardian must complete and sign a Minor Volunteer Consent and Release form. The form provides permission for the minor to perform the volunteer work and provides authorization for the supervising adult to seek any necessary medical attention in the event of an injury or illness. To obtain copies of the form, print or complete and print the PDF master on 60.81.6.

The supervising department is to retain the Minor Volunteer Consent and Release form in accordance with applicable records retention requirements. See 90.01.

Supervision

A minor volunteer under the age of 14 must be constantly supervised by an adult.

Background Checks

If an adult supervises minors without other adults present, the department is to screen the individual for criminal history before the volunteer activity occurs. Refer to the Washington State Patrol web site for information about criminal history screening.

http://www.wsp.wa.gov/

The supervising department is to retain copies of criminal history background checks of volunteers in accordance with applicable records retention requirements. See 90.01.

MONTHLY REPORT

The department submits a completed Volunteer Monthly Report to HRS by the 15th of the month following each month of activity to report volunteer hours. See "Form Templates" below.

The department is assessed a premium per volunteer hour for workers' compensation coverage. The premium rate is subject to change. For current rate, go to the Payroll Services website at:

http://www.wsu.edu/payroll/

Select Taxes, then
Select Industrial Insurance/Medical Aid Rate History.

or contact HRS; telephone 335-4521; or Payroll Services; telephone 335-9575.

NOTE: If the department does not report or under reports hours, volunteers may not be covered in the event of an accident or work-related illness.

The Volunteer Monthly Report includes the coding of the departmental account supporting premium charges. The form is signed by an employee holding expenditure authority for the indicated account. See 70.02 for an explanation of expenditure authority.

Payroll Services bills each department for premium charges on a quarterly basis.

Form Templates

To obtain copies of the form, the department may complete and print the PDF master form on 60.81.7 or may obtain an automated form template from the Procedures, Records, and Forms FileMaker Pro website at:

http://www.wsu.edu/~forms/fm.html

Automated Template (Preferred Reporting Format)

HRS recommends the use of the automated template for any department that reports volunteers. The department submits the automated monthly report as an e-mail attachment sent to HRS.

For audit purposes, the departmental expenditure authority must send the e-mail message and attachment from her or his own e-mail account. The e-mail password authorization indicates approval to accept the premium charges.

HRS retains the e-mail message from the departmental expenditure authority for six years after the end of the fiscal year. See 90.01 for records retention information.

Contact Procedures, Records, and Forms for assistance with using the automated form templates; telephone 335-2005.

LIABILITY CLAIMS

If a volunteer is acting in good faith, within the scope of his or her volunteer assignment, he or she is covered under the Self-Insured Liability Program for claims made against him or her or WSU. Refer to the following website for more information regarding this program:

http://riskmanagement.wsu.edu/

ADDITIONAL RESOURCES

Additional University volunteer information resources include, but are not limited to, the following websites:

Cooperative Extension

http://ext.wsu.edu/admin/volunteer.html

4-H Volunteer Programs

http://4h.wsu.edu/volntr/index.htm

Master Gardner Volunteers

http://mastergardener.wsu.edu/

Volunteer Management Certificate Program

http://capps.wsu.edu/certificates/vmcp/

See PDF master forms:
60.81.6: Minor Volunteer Consent and Release
60.81.7: Volunteer Monthly Report
Complete and/or print as needed

60.79_Unemployment_Compensation_Claims.htm

Posted in:PERSONNEL

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OVERVIEW

The department where a former employee was last employed may receive notices related to unemployment claims.

Send to HRS

Immediately route any forms or letters relating to unemployment claims to the Director of Human Resource Services. Some information requests have short response deadlines.

Do not complete unemployment claim forms. Human Resource Services (HRS) completes any required forms and routes appropriate information back to the requesting agency. HRS maintains records relating to unemployment compensation claims.

Examples

Such documentation may include the following: Claimant Separation Statement, Appeals Notice, Approval for Benefits, Notice for Extended Benefits, and Contract or Reasonable Assurance Information form. If the former employee was a veteran, the employing University department may receive a UCX Claim (Unemployment Compensation for Ex-Military).

60.76_Holidays_Extention_2011.htm

Posted in:PERSONNEL

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WSU Extension Offices Calendar Year 2013 Holiday Schedule

NOTE: The following schedule applies to all WSU Extension employees except those covered by bargaining unit agreements that specify different holidays.

Extension Offices	New Year's Day	Martin Luther King, Jr. Day	President's Day	Memorial Day	Indepen- dence Day	Labor Day	Veteran's Day	Thanks- giving Vacation	Christmas Day	Personal Holiday
Adams County	1/1/13	1/21/13	2/18/13	5/27/13	7/4/13	9/2/13	11/11/13	11/28/13 11/29/13	12/25/13	1 Day
Asotin County	1/1/13	1/21/13	2/18/13	5/27/13	7/4/13	9/2/13	11/11/13	11/28/13 11/29/13	12/25/13	1 Day
Benton County	1/1/13	1/21/13	2/18/13	5/27/13	7/4/13	9/2/13	11/11/13	11/28/13 11/29/13	12/24/13 12/25/13	None
Chelan County	1/1/13	1/21/13	2/18/13	5/27/13	7/4/13	9/2/13	11/11/13	11/28/13 11/29/13	12/25/13	1 Day
Clallam County	1/1/13	1/21/13	2/18/13	5/27/13	7/4/13	9/2/13	11/11/13	11/28/13 11/29/13	12/25/13	1 Day
Clark County	1/1/13	1/21/13	2/18/13	5/27/13	7/4/13	9/2/13	11/11/13	11/28/13 11/29/13	12/25/13	1 Day
Columbia County	1/1/13	1/21/13	2/18/13	5/27/13	7/4/13	9/2/13	11/11/13	11/28/13 11/29/13	12/25/13	1 Day
Cowlitz County	1/1/13	1/21/13	2/18/13	5/27/13	7/4/13	9/2/13	11/11/13	11/28/13 11/29/13	12/25/13	1 Day
Douglas County	1/1/13	1/21/13	2/18/13	5/27/13	7/4/13	9/2/13	11/11/13	11/28/13 11/29/13	12/25/13	1 Day
Ferry County	1/1/13	1/21/13	2/18/13	5/27/13	7/4/13	9/2/13	11/11/13	11/28/13 11/29/13	12/25/13	1 Day
Franklin County	1/1/13	1/21/13	2/18/13	5/27/13	7/4/13	9/2/13	11/11/13	11/28/13 11/29/13	12/24/13 12/25/13	None
Garfield County	1/1/13	1/21/13	2/18/13	5/27/13	7/4/13	9/2/13	11/11/13	11/28/13 11/29/13	12/24/13 12/25/13	None
Grant County	1/1/13	1/21/13	2/18/13	5/27/13	7/4/13	9/2/13	11/11/13	11/28/13 11/29/13	12/24/13 12/25/13	None
Grays Harbor Co.	1/1/13	1/21/13	2/18/13	5/27/13	7/4/13	9/2/13	11/11/13	11/28/13 11/29/13	12/24/13 12/25/13	None
Island County	1/1/13	1/21/13	2/18/13	5/27/13	7/4/13	9/2/13	11/11/13	11/28/13 11/29/13	12/25/13	1 Day
Jefferson County	1/1/13	1/21/13	2/18/13	5/27/13	7/4/13	9/2/13	11/11/13	11/28/13 11/29/13	12/25/13	1 Day
King County	1/1/13	1/21/13	2/18/13	5/27/13	7/4/13	9/2/13	11/11/13	11/28/13 11/29/13	12/25/13	1 Day
Kitsap County	1/1/13	1/21/13	2/18/13	5/27/13	7/4/13	9/2/13	11/11/13	11/28/13 11/29/13	12/25/13	1 Day
Kittitas County	1/1/13	1/21/13	2/18/13	5/27/13	7/4/13	9/2/13	11/11/13	11/28/13 11/29/13	12/25/13	1 Day
Klickitat County	1/1/13	1/21/13	2/18/13	5/27/13	7/4/13	9/2/13	11/11/13	11/28/13 11/29/13	12/25/13	1 Day
Lewis County	1/1/13	1/21/13	2/18/13	5/27/13	7/4/13	9/2/13	11/11/13	11/28/13 11/29/13	12/25/13	1 Day
Lincoln County	1/1/13	1/21/13	2/18/13	5/27/13	7/4/13	9/2/13	11/11/13	11/28/13 11/29/13	12/24/13 12/25/13	None
Mason County	1/1/13	1/21/13	2/18/13	5/27/13	7/4/13	9/2/13	11/11/13	11/28/13 11/29/13	12/25/13	1 Day
Okanogan County	1/1/13	1/21/13	2/18/13	5/27/13	7/4/13	9/2/13	11/11/13	11/28/13 11/29/13	12/25/13	1 Day
Pacific County	1/1/13	1/21/13	2/18/13	5/27/13	7/4/13	9/2/13	11/11/13	11/28/13 11/29/13	12/24/13 12/25/13	None
Pend Oreille County	1/1/13	1/21/13	2/18/13	5/27/13	7/4/13	9/2/13	11/11/13	11/28/13 11/29/13	12/25/13	1 Day
Pierce County	1/1/13	1/21/13	2/18/13	5/27/13	7/4/13	9/2/13	11/11/13	11/28/13 11/29/13	12/25/13	1 Day
San Juan County	1/1/13	1/21/13	2/18/13	5/27/13	7/4/13	9/2/13	11/11/13	11/28/13 11/29/13	12/25/13	1 Day
Skagit County	1/1/13	1/21/13	2/18/13	5/27/13	7/4/13	9/2/13	11/11/13	11/28/13 11/29/13	12/25/13	1 Day
Skamania County	1/1/13	1/21/13	2/18/13	5/27/13	7/4/13	9/2/13	11/11/13	11/28/13 11/29/13	12/25/13	1 Day
Snohomish County	1/1/13	1/21/13	2/18/13	5/27/13	7/4/13	9/2/13	11/11/13	11/28/13 11/29/13	12/25/13	1 Day
Spokane County	1/1/13	1/21/13	2/18/13	5/27/13	7/4/13	9/2/13	11/11/13	11/28/13 11/29/13	12/25/13	1 Day
Stevens County	1/1/13	1/21/13	2/18/13	5/27/13	7/4/13	9/2/13	11/11/13	11/28/13 11/29/13	12/25/13	1 Day
Thurston County	1/1/13	1/21/13	2/18/13	5/27/13	7/4/13	9/2/13	11/11/13	11/28/13 11/29/13	12/25/13	1 Day
Wahkiakum County	1/1/13	1/21/13	2/18/13	5/27/13	7/4/13	9/2/13	11/11/13	11/28/13 11/29/13	12/25/13	1 Day
Walla Walla County	1/1/13	1/21/13	2/18/13	5/27/13	7/4/13	9/2/13	11/11/13	11/28/13 11/29/13	12/25/13	1 Day
Whatcom County	1/1/13	1/21/13	2/18/13	5/27/13	7/4/13	9/2/13	11/11/13	11/28/13 11/29/13	12/24/13 12/25/13	None
Whitman County	1/1/13	1/21/13	2/18/13	5/27/13	7/4/13	9/2/13	11/11/13	11/28/13 11/29/13	12/25/13	1 Day
Yakima County	1/1/13	1/21/13	2/18/13	5/27/13	7/4/13	9/2/13	11/11/13	11/28/13 11/29/13	12/25/13	1 Day
Energy Program	1/1/13	1/21/13	2/18/13	5/27/13	7/4/13	9/2/13	11/11/13	11/28/13 11/29/13	12/25/13	1 Day

60.75_Rental_of_University_Apartments_to_WSU_Employees.htm

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PERSONNEL
60.75
REV 8-01
Housing Services
335-7732 PDF link

STUDENT PRIORITY

The first priority for the University Apartments unit of Housing Services is to house WSU students. If space is available after all student housing assignments have been made, permanent and temporary employees may be assigned University apartments.

PERMANENT EMPLOYEES

Housing Services may assign University apartments to newly arrived, permanent WSU employees for a reasonable time (not to exceed one year) if apartments are available.

TEMPORARY EMPLOYEES

Housing Services may assign University apartments to newly arrived, temporary WSU employees for a period not to exceed two years if apartments are available.

Personnel in the following employee groups are considered temporary employees:

U.S. military personnel on duty at WSU,

Foreign nationals employed at WSU, and

Post-doctoral fellows employed at WSU.

60.55_Performance_Management_Evaluations.htm

Posted in:PERSONNEL

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Posted on January 06,2014 by jeremy.bass

OVERVIEW

Performance evaluations provide the following benefits:

Documentation of employee competence and productivity,

Support for achievement of organizational goals and objectives, and

Documentation of an employee's strengths and areas needing improvement.

Performance evaluations are required at least annually.

Applicability

This policy applies to:

Faculty (see below),

Administrative professional (AP) employees (see below), and

Civil service employees (see below),

Collective bargaining unit employees refer to the applicable bargaining unit agreements for requirements regarding performance evaluations.

Resources

Sample performance expectations and advisory guidelines for safety performance factors are available on the HRS website at:

http://www.hrs.wsu.edu

Select Managers ToolKit; then
Select employee type (civil service, faculty, AP); then
Select Safety Performance criteria or
Select Performance Management

FACULTY ANNUAL REVIEW

Faculty are reviewed annually in accordance with policies and regulations in the Faculty Manual. To view the manual, go to:

http://facsen.wsu.edu/faculty_manual/index.html

The Office of the Provost provides forms and instructions to supervisors during the spring semester.

Faculty may use the WSU Online Review and Query System (WORQS) for compiling annual review information. To access WORQS, go to:

https://worqs.wsu.edu

Direct questions regarding the faculty annual review process to the Office of the Provost; telephone 335-5581.

ADMINISTRATIVE PROFESSIONAL (AP) ANNUAL REVIEW

Administrative professional (AP) personnel are evaluated annually in accordance with guidance found in the Administrative Professional Handbook.

To view the handbook, go to the HRS AP Handbook website at:

http://www.hrs.wsu.edu/APHandbook

Human Resource Services provides instructions to supervisors during the spring semester and the form may be completed and/or printed from 60.55.11. Other forms and/or information may be used to support the rating.

The AP employee provides his or her achievements for the review period and goals for the next review period. Submitted materials should not exceed three pages.

Route copies of the signed evaluation and all of the evaluation materials to:

Employee,

Employee's immediate supervisor, and

Human Resource Services.

Direct questions regarding the administrative professional annual review process to Human Resource Services; telephone 335-4521.

CIVIL SERVICE EMPLOYEE EVALUATION

The following civil service employee performance evaluation requirements and procedures in this section are in accordance with WAC 357-37.

Requirements

Supervisors must provide feedback and formally evaluate the performance of:

A probationary employee or permanent employee serving a trial service or transition review period before the employee attains permanent status in the position; and

A permanent employee at least once annually prior to the employee's scheduled Periodic Increment Date (PID). See WAC 357-28-050 and -055 for information about the PID.

NOTE: Immediate supervisors may postpone evaluation for employees who have recently been reassigned, transferred, laid off, or demoted to their current positions until they have completed six months of service in the new positions.

Performance evaluations are not to be used to initiate personnel actions such as transfer, promotion or discipline.

Preparation and Review

The immediate supervisor is responsible for preparing the civil service employee performance evaluation in accordance with this policy.

The evaluation is reviewed by the employee's second level of supervision.

Required Form

Use the Employee Performance Evaluation form to document the evaluation of a civil service employee. Other forms and/or supplemental information may be used to support the rating.

A PDF version of the Employee Performance Evaluation form may be completed and/or printed from 60.55.9-10.

An automated template of the Employee Performance Evaluation form is available from the Procedures, Records, and Forms FileMaker Pro website at:

http://www.wsu.edu/~forms/fm.html

Performance Factors

Evaluate each civil service employee on the basis of the following factors:

Quality of work.

Quantity of work.

Job knowledge.

Working relationships.

Supervisory skills, if applicable.

Work related optional factor(s).

An optional factor must be relevant to the job; e.g., safety requirements as defined and appropriate for the position.

The supervisor must provide the employee with prior notification at the begining of the rating period regarding any rating factor used for evaluation.

Performance Ratings

Rate employees on each performance factor according to the scale indicated on the required form.

Performance Expectations

The immediate supervisor determines the performance expectations to be used as the basis for the ratings. The performance expectations must be applicable to the employee's position.

The supervisor is to provide the performance expectations to the employee within a reasonable time frame at the start of his or her appointment and at the beginning of each review period if the expectations change.

Responsibilities

Supervisor

The supervisor is responsible for:

Explaining the employee's responsibility for successfully performing assigned job duties and meeting expectations. This explanation must be given at the time of appointment and is to include providing the employee with a position description and performance expectations.

When either the position description or the performance expectations are revised, the supervisor is to provide copies of the revised documentation to the employee at the beginning of each review period.

Assessing how well the employee has efficiently and effectively contributed to fulfilling departmental and position objectives.

Recognizing an employee's successful job performance and identifies opportunities for improvement in job performance.

Properly carrying out her or his responsibilities to complete annual performance evaluations in accordance with this policy. The manager and supervisor's position descriptions and, if applicable, performance expectations should reflect the responsibility to evaluate employees.

Civil Service Employee

The civil service employee is responsible for:

Requesting clarification of any job duty, standard, or expectation that is unclear.

Performing work as assigned and meeting job standards and expectations.

Participating in the performance evaluation process.

Communicating with his or her supervisor and sharing successes and problems so that the supervisor may better measure progress and provide assistance.

Procedures

Review Period

The review period is based on:

The completion date for the employee's trial service, probation, or transistion review period; and/or

The employee's Periodic Increment Date (PID). Example: If the employee's PID date is January 1, the review period for which the employee is evaluated is the prior January through December.

NOTE: An alternative ending date for the review period may be used if mutually agreed upon by the supervisor and employee.

Prior to the Review Period

Prior to the review period, the supervisor is to provide the employee with a copy of the position description and performance expectations for the position.

Human Resource Services (HRS) provides assistance with position descriptions and performance expectations. Samples of position descriptions and performance expectations are available from the HRS website at:

http://www.hrs.wsu.edu/

During the Review Period

During the review period, the supervisor:

Observes the employee's performance.

Assesses how well the employee contributes to efficiency and effectiveness by fulfilling departmental objectives and the performance expectations for the position.

Monitors employee progress and performance in relation to position descriptions, established performance expectations, University policies and procedures, and department guidelines.

Provides informal feedback on a continuing basis, including positive and negative feedback. Maintains informal notes of performance, if necessary.

Contact HRS with questions regarding appropriate documentation.

Reminds the employee in advance that the review session is due. A good time frame is 30 days prior to the evaluation date.

Prior to Completing Evaluation and Meeting With Employee

Throughout the review period and prior to completing the performance review and meeting with the employee, the supervisor is to:

Review previously established performance expectations.

Revise performance expectations for next review period if needed.

Review current position description.

Revise the position description for next review period if needed.

Review notes relating to employee performance.

Begin completing evaluation form. Rate the employee on all applicable criteria.

Rate the employee realistically. Avoid overrating or underrating the employee. Discuss the employee's ratings with his or her second level of supervision.

Consider and plan how to conduct the face-to-face review session, including using appropriate interview and coaching techniques.

Additional Options

In addition, the supervisor may:

Provide the employee with a copy of the evaluation prior to the meeting, e.g., a day before the scheduled meeting, to allow the employee time to review the evaluation.

Ask for feedback from customers and clients, if applicable, which may be considered when completing the evaluation.

Allow the employee to complete the evaluation for her or his performance.

The employee submits the completed evaluation form to her or his immediate supervisor. The immediate supervisor reviews and considers the employee's input.

Ask the employee for input on the current position description and performance expectations.

Review the employee's feedback to determine if the position description and/or performance expectation need to be revised.

During the Face-to-Face Review Session

During the face-to-face review session, the immediate supervisor is to:

Provide for an adequate uninterrupted time.

Select a private setting.

Involve the employee and solicit employee comments.

Provide feedback on past performance.

Modify the evaluation if appropriate and give a copy to the employee for comments and a signature.

Immediately After the Face-to-Face Review Session

Route the completed evaluation form to the employee's second level of supervision for signature.

Routing and Filing

The second level supervisor routes copies of the signed evaluation form and all of the evaluation materials, including the position description and performance expectations, to:

Employee

Employee's immediate supervisor

Human Resource Services (HRS)

NOTE: To assist with confidentiality, seal the envelope and mark "Confidential" when the mail is used to route personnel evaluations.

Evaluation Retention/Access

Human Resource Services retains employee evaluations in the employee's personnel file as long as it has a reasonable bearing on the employee's job performance, in accordance with WAC 357-22-040.

Evaluations are available for review by the employee or his/her designee, the current supervisor and upper levels of supervision. Personnel files, including the evaluation forms, are available for review by a supervisor who may be considering the employee for promotion, transfer, lateral movement, voluntary demotion, layoff, or reassignment.

Prior to viewing a personnel file, the requester must present a photo ID and verification of the reason for the access (if the requester is not the employee).

HRS representatives may access personnel files in the performance of their official duties.

Internal Review of Alleged Irregularities

Within 30 days of receipt of a completed and signed performance evaluation, an employee may submit a written request for the Director of Human Resource Services to review alleged irregularities in the use of the approved performance evaluation form and/or procedures.

HRS must notify the employee in writing of the result of the internal review.

See the PDF forms:
60.55.9-10: Employee Performance Evaluation
60.55.11: Annual Review: Administrative Professional Employees
Complete and/or print as needed.

60.50_Corrective_and_Disciplinary_Action.htm

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OVERVIEW

Corrective actions are preventative measures taken to promote compliance with established policies, rules and expectations. Corrective actions also attempt to improve or modify unacceptable behavior.

Disciplinary actions are formal actions taken when corrective measures fail to correct previous problems. Disciplinary actions are also taken when the seriousness of offenses warrant more formal measures.

Generally corrective and disciplinary actions are progressive, but the University may respond as it deems appropriate to the incident under consideration.

Applicability

This section and the procedures and advisory guidelines referred to in this section apply to faculty, administrative professional (AP) employees, and civil service employees who are not covered by collective bargaining agreements.

An employee who is covered by a collective bargaining agreement is to refer to the applicable agreement for corrective and disciplinary action rules and procedures.

Administration

Civil Service and AP

WSU Pullman Human Resource Services (HRS) is responsible for civil service and administrative professional corrective and disciplinary processes at all WSU locations systemwide.

Faculty

The Provost's Office oversees corrective and disciplinary processes for faculty at all WSU locations systemwide.

CIVIL SERVICE EMPLOYEES

The following corrective and disciplinary action rules apply to civil service employees:

Corrective Action

Responsibility

An individual in a position of authority over the civil service employee, e.g., supervisor, lead worker, or functional supervisor, may take corrective action.

Types of Corrective Action

Examples of corrective actions:

Verbal warning or reprimand

Notice of counseling

Performance improvement plan

Letter of reprimand

Guidelines

For step-by-step advisory guidelines for corrective actions applicable to civil service employees, refer to the Guideline for Corrective and Disciplinary Action available from the HRS Current Employees website at:

http://www.hrs.wsu.edu/

Disciplinary Action

A department may take disciplinary action only after the employee has been issued a pre-disciplinary notice and has had a reasonable opportunity to present reasons either orally at a pre-disciplinary meeting or in writing as to why action should not be taken. See WAC 357-40.

The purpose of disciplinary action is to:

Prevent recurrences of the act(s)

Deter others from similar conduct

Maintain the integrity of the department

Responsibility

Only an appointing authority may impose disciplinary action upon a civil service employee. The appointing authority must provide a pre-disciplinary notice to the employee before imposing disciplinary action.

See 60.10 and the list of approved appointing authorities available from the HRS Manager's Toolkit website at:

http://www.hrs.wsu.edu/

Types of Disciplinary Action

Examples of disciplinary actions:

Suspension

Reduction in pay

Demotion

Termination

Guidelines

For step-by-step advisory guidelines for disciplinary actions applicable to civil service employees, refer to the Guideline for Corrective and Disciplinary Action available from the HRS Current Employees website at:

http://www.hrs.wsu.edu/

Appeal

A civil service employee may appeal a formal disciplinary action within 30 days after the effective date of the action, in accordance with WAC 357-52.

FACULTY

For corrective and disciplinary action rules and procedures applicable to faculty, refer to the Faculty Manual. To view the Faculty Manual, go to:

http://facsen.wsu.edu/faculty_manual/

ADMINISTRATIVE PROFESSIONAL EMPLOYEES

For corrective and disciplinary action procedures applicable to administrative professional (AP) employees, refer to the Corrective/Disciplinary Action chapter in the Administrative Professional Handbook.

To view the Administrative Professional Handbook, go to the HRS AP Handbook website at

http://www.hrs.wsu.edu/APHandbook

RESOURCES

Human Resource Services

Civil service employees, administrative professional employees, and department management are to contact the campus Human Resource Services (HRS) office with questions regarding corrective or disciplinary action for staff employees. HRS offices are located at the Pullman, Spokane, Tri-Cities, and Vancouver campuses.

Office of the Provost

Faculty and department management are to contact the Office of the Provost with questions regarding corrective or disciplinary action processes for faculty. Some processes for faculty are also managed or investigated by other University entities in advance of corrective or disciplinary action. Contact the Office of the Provost for referral regarding these processes.

Office of the University Ombudsman

The Office of the University Ombudsman is available to all University staff and faculty. The ombudsman is designated by the University to function as an impartial and neutral resource to assist all members of the University community.

The ombudsman provides information relating to University policies and procedures and facilitates the resolution of problems and grievances through informal investigation and mediation. The function of the office does not replace or supersede other University grievances, complaint, or appeal procedures.

60.38_Notice_of_Faculty_or_Staff_Departure–Vacating_University_Areas.htm

Posted in:PERSONNEL

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Posted on January 06,2014 by jeremy.bass

POLICY

Users of radiation machines, radioactive materials, hazardous chemicals, Drug Enforcement Administration (DEA) controlled substances, and/or biohazardous materials and the employing departments are responsible for ensuring that such materials are appropriately disposed of before the users terminate University employment or leave the University for more than 90 days. (See below for the exception for radioactive materials.)

Employees and/or departments are to clear areas (e.g., laboratories, classrooms) of debris and contamination prior to transfer of ownership. Such cleanup safeguards the health and safety of personnel and students reoccupying the area, prevents delays in renovation schedules, and minimizes costs to the unit.

Departments are responsible for the decontamination of department-owned or -used equipment prior to transfer of ownership.

Disposal

Employees and/or departments are to remove equipment, supplies, products, and materials such as apparatuses, gas cylinders, medical waste containers, sharps containers, sharps (e.g., needles, razor blades), trash, absorbent material, and other miscellaneous laboratory or shop materials prior to vacating the area.

Refer to SPPM 5.66 for disposal procedures for hazardous chemicals, including U.S. Drug Enforcement Agency (DEA) controlled substances.

Refer to SPPM 4.24 for disposal procedures for biohazard materials.

Refer to SPPM 4.25 and 4.26 for disposal procedures for sharps and glass waste.

Refer to SPPM 9.60 and 9.65 for disposal procedures for radioactive materials.

Transfer

Hazardous materials not disposed of are to be properly transferred to other users or institutions. Contact the Radiation Safety Office or Environmental Health and Safety (EH&S) for transfer procedures.

Radiation User

An authorized radiation user must inform the Radiation Safety Office (RSO) of his or her intention to terminate his or her authorization to use radioactive materials and radiation machines. See "Notification" below.

Laboratory Closure

If the laboratory is being closed, the Laboratory Safety Manual, chemical inventories, and training records must be transferred to the department administrator.

Maintenance and Cleaning

Employees and/or departments are to ensure that physical, chemical, biological, and radioactive hazards have been removed prior to releasing the area to Facilities Operations or new occupants.

Employees and/or departments are to perform the following maintenance and cleaning tasks prior to departure:

Remove visible residues, standing liquids, loose particulate material, and quantifiable radiological hazards.

If radioactive materials are involved, perform appropriate laboratory surveys. See 9.42.

Ensure that the fume hoods, cabinets and drawers are free of hazardous materials and are washed with mild detergents, e.g., soap and water. Use a 10% bleach solution to clean surfaces in laboratories where biological materials have been used. Use acid/alkaline neutralizers for acid or caustic spill areas.

Follow laboratory standard operating procedures (SOP), if applicable. See the Laboratory Safety Manual.

Decontaminate equipment (e.g., refrigerators, freezers, shelves, drawers, bench tops), floors, surfaces of local exhaust enclosures (e.g., fume hoods, biological safety cabinets), and other potentially contaminated surfaces.

Attach an Item Evaluation form if the equipment is to be relocated or surplused. See 20.77. If the equipment is to be surplused, also attach a Surplus Property Report. See 20.76.

NOTE: Items must be certified as clean in order to be surplused. Items which are not certified as clean should only be relocated if the recipient is fully aware and capable to receive contamination on or in the transferred equipment. Coordinate with EH&S and/or the RSO regarding contaminated items which need to be released for repair or service.

Decontamination of certain items (e.g., ductwork, drain traps, pumps, vacuum lines) may be difficult because of access limitations. If applicable, identify all inaccessible and potentially contaminated items on an Area Evaluation/Release form. Obtain the form by completing and/or printing page 60.38.6. Contact EH&S and/or the RSO for assistance.

Biosafety cabinets and BSL-3 laboratories require professional decontamination. Contact the Office of Research Assurances; telephone 335-9553; or EH&S; telephone 335-3041 for assistance.

If radioactive materials are involved, perform appropriate laboratory surveys. See 9.42. The RSO performs the necessary confirmatory surveys. The RSO attaches a copy of the confirmatory survey on each piece of equipment which is to be released for unrestricted use.

Clean all work surfaces with mild detergents, e.g., soap and water. Use a 10% bleach solution to clean surfaces in laboratories where biological materials have been used. Use acid/alkaline neutralizers for acid or caustic spill areas.

Follow laboratory standard operating procedures (SOP), if applicable. See the Laboratory Safety Manual.

Remove the laboratory safety sign from the plexiglass holder at the entrance to the laboratory. The RSO removes radioactive materials stickers and signs from the door area. The Office of Research Assurances removes biosafety signs and stickers from the door area.

Exception for Sources of Ionizing Radiation

An authorized user of radioactive materials or radiation machines or both who plans to be on sabbatical or otherwise away from WSU for more than 90 days, but who plans to return, may transfer responsibility for the management of his or her radioactive materials, procedures, equipment, and facilities to another authorized user. That individual acts as a surrogate user and acts on behalf of the authorized user and the department.

The surrogate user is responsible to the RSO for the radiation safety aspects of the transferred authorization. The department appointing authority or his or her designee must approve and submit written notice of the transfer of authority to the RSO. (The responsible appointing authority is usually the area administrator, e.g., dean.)

NOTIFICATION

Department

The department chair or supervisor is responsible for notifying the responsible appointing authority or designee of a user's planned departure date.

Deadline

Notification should occur as soon as the department becomes aware of the departure and at least one month prior to the departure date.

Appointing Authority

The appointing authority or designee is responsible for notifying the Radiation Safety Office and/or Environmental Health and Safety of an impending departure.

Departure Notice Form

Complete and route a Departure Notice to notify Radiation Safety Office and/or Environmental Health and Safety of an upcoming departure. Complete and/or print the PDF master on 60.38.5 to obtain supplies of the form.

User Lists

Each quarter the Radiation Safety Office provides administrators with current lists of users of radioactive materials.

FINAL EVALUATION/RELEASE

Following the decontamination of work surfaces and the removal of chemical, physical, biological, and radiological hazards, the appointing authority evaluates the area prior to releasing the area to Facilities Operations or new occupants.

NOTE: Decontamination of certain items (e.g., ductwork, drain traps, vacuum lines, pumps, etc.) may be difficult because of access limitations. The appointing authority or designee may release an area containing inaccessible and potentially contaminated items. Contact EH&S and/or the RSO for assistance.

The appointing authority or designee must do all of the following:

Complete an Area Evaluation/Release form.

Obtain the form by completing and/or printing the blank master on 60.38.6.

If applicable, identify all inaccessible and potentially contaminated items on the Area Evaluation/Release form.

Post a copy of the completed form at the entrance to the area.

Submit copies of the completed form to EH&S, mail code 1172, and the RSO, mail code 1302.

See the PDF forms:
60.38.5: Departure Notice
60.38.6: Area Evaluation/Release
Complete and/or print as needed

20.77_Contaminated_Surplus_Property.htm

Posted in:PROPERTY

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University-owned property, especially items used in a laboratory, medical, or shop/industrial environment, may be contaminated by hazardous materials or contain hazardous components. Prior to offering University-owned property to Surplus Stores, departments must evaluate each item for the presence of hazardous components or contamination. Departments must complete and attach an Item Evaluation form to each item suspected of being potentially contaminated or suspected of containing a potentially hazardous component. See Appendix 1 on 20.77.5 for examples of equipment requiring evaluation.

Hazardous contamination may be biological, chemical, or radiological in nature. For definitions, see 20.77.6-7, 20.77.8-9, and 20.77.10-11 respectively.

Hazardous components include such items as asbestos-containing materials, batteries, compressed gases, mercury containing devices, polychlorinated biphenyls, radiation machines and sources, sharp edges, loose drawers, etc. For definitions, see 20.77.12-25.

Managing Hazards

When an item presents a contamination hazard, the department must decontaminate the item before Surplus Stores accepts the item.

When an item contains a hazardous component the department must follow the guidance provided in this section for the proper management of the hazard before Surplus Stores accepts the item.

Departments must follow the procedures set forth in this policy (20.77) in order to protect Surplus Stores personnel, Facilities Operations Heavy Equipment personnel, and future property owners from accidental contamination, injury, or illness.

Guidance

Contact Environmental Health and Safety (EH&S); telephone 335-3041; or the Radiation Safety Office (RSO); telephone 335-8916; for guidance concerning hazardous items containing leaking or damaged components.

Initiating Surplus Collection

To initiate the collection of surplus property, a department completes a Surplus Property Report. See 20.76.

Indicate the item type and whether or not the item may contain hazardous contamination or components under the Potentially Contaminated or Hazardous Items section on the Surplus Property Report.

Prior to Surplus Collection

Departments must observe the following procedures (see below) before requesting Surplus Stores' collection of any laboratory, medical, or shop/industrial items, including refrigerators and freezers:

Evaluate each item for biological, chemical, or radioactive contamination, or hazardous components. Attach a completed Item Evaluation form to each item. Complete and/or print the PDF master on 20.77.4 to obtain copies of the evaluation form.

NOTE: Surplus Stores and Plant Services-Heavy Equipment personnel collect only items which are labeled with a completed Item Evaluation form and have been properly decontaminated as required. (See also 80.48.)

Review the decontamination procedures in the applicable Standard Operating Procedure (SOP) for the facility, BioSafety Manual, Bloodborne Pathogen Exposure Control Plan, Radiation Safety Manual, and the Laboratory Safety Manual.

When required, decontaminate the item, in accordance with any applicable departmental procedures. See below and Appendices 2, 3, and 4.

When necessary contact EH&S and/or the RSO.

Radioactive Materials

The following definitions apply to radioactive contamination and components:

Radioactive Contamination

Radioactive contamination is defined as the presence of unwanted radioactivity in excess of regulatory release limits on any item or piece of equipment to be surplused.

Radiation Machine (Component)

Any device which is capable of producing ionizing radiation, except those devices with radioactive materials as the only source of radiation.

Internal Radioactive Source (Component)

Any item containing radioactivity in a sealed form.

Refrigerators and Freezers

Departments affix an IRI for $30 per item to nonfunctional refrigerators or freezers to pay the cost of disposal.

Equipment to be Evaluated

See Appendix 1 for examples of equipment which require completion of an Item Evaluation form. This list is not exhaustive. (See the list of appendices below.)

See Appendices 2-5H for information regarding the types of potential contamination and recommended decontamination procedures, and potentially hazardous components which may be present in items to be surplused.

Appendix # Subject
Page

Appendix 1 Equipment requiring Item Evaluation
20.77.5

Contamination Hazards and Decontamination Procedures

Appendix 2 Biohazard contamination and decontamination procedures
20.77.6-7

Appendix 3 Chemical contamination and decontamination procedures
20.77.8-9

Appendix 4 Radioactive material contamination and decontamination procedures
20.77.10-11

Appendix 5 Hazardous components overview
20.77.12

Appendix 5A Asbestos-containing material-removal and disposal procedures
20.77.13-14

Appendix 5B Batteries and recycling procedures
20.77.15

Appendix 5C Compressed gases-handling and release procedures
20.77.16-17

Appendix 5D Lasers-handling, transfer, and sale procedures
20.77.18

Appendix 5E Mercury-containing devices-handling and spill procedures
20.77.19-20

Appendix 5F PCB-containing materials-handling, and spill procedures
20.77.21-22

Appendix 5G Radiation machines and radiation sources-handling and clearance procedures
20.77.23-24

Appendix 5H Other known or recognized hazards
20.77.25

See the PDF form:
20.77.4: Item Evaluation
Complete and/or print as needed

60.35_Ethnic_Origin_Definitions.htm

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PERSONNEL
60.35
REV 5-01
Office for Equal Opportunity
335-8288 PDF link

ETHNIC ORIGIN RECORDS

The federal government requires WSU to maintain a record of the ethnic background of all WSU employees. (Executive Order 11246 (as amended by EO 11375) and Title VII of the 1964 Civil Rights Act.)

Pre-Employment

Candidates voluntarily supply pre-employment ethnic data for statistical purposes. This information is not available to interviewers or to departments prior to selection.

Faculty, and administrative/professional candidates complete the Applicant Self-Identification card which the recruiting departments distributes to the candidate. See 60.11 and 60.17.

Human Resource Services asks classified staff candidates to complete an Equal Opportunity Survey form.

Post-Employment

Even though candidates indicate ethnic information during the application process, the appointing unit must obtain ethnic information from the successful candidate for personnel actions. See 60.25.

GUIDELINES

Use the following guidelines to determine the appropriate ethnic designation.

General

The concept of race does not denote clear-cut, scientific definitions or anthropological origins. This classification includes people in groups with which the people appear to belong, with which the people identify, or with which the community classifies the individual as belonging.

Asian

A person with origins in any of the original peoples of the Far East, Southeast Asia, or the Indian Subcontinent; including for example, Cambodia, China, India, Japan, Korea, Malaysia, Pakistan, the Phillippine Islands, Thailand, and Vietnam. (Code 10)

Native Hawaiian or Pacific Islander

A person having origins in any of the original peoples of Hawaii, Guam, Samoa, or other Pacific Islands. (Native Hawaiian does not include individuals who are native to the state of Hawaii by virtue of being born there.) (Code 10)

Black or African American

A person with origins in any of the Black racial groups of Africa. (Code 20)

American Indian or Alaska Native

A person with origins in any of the original peoples of North America and South America (including Central America), and who maintains tribal affiliation or community recognition as American Indian or Alaska Native. (Code 30)

Hispanic, Latino, or Spanish Origin

A person with origins of Mexican, Puerto Rican, Cuban, Central or South American, or other Spanish culture or origin, regardless of race. (Code 40)

White

A person having origins in any of the original peoples of Europe, the Middle East, or North Africa. (Code 50)

60.33_Employee_Requests_for_Temporary_Schedule_Changes.htm

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OVERVIEW

The University may accommodate employee requests for temporary schedule changes. (WAC 357-28-252 (3))

Eligibility

This policy applies to all civil service employees who are not covered by a bargaining agreement.

Collective bargaining unit employees are to refer to the applicable bargaining unit agreement for more information.

Request and Approval

Overtime-Eligible

An overtime-eligible employee may request a temporary schedule change. See the procedure below for documentation instructions. The employing official may approve the request, but is not required to do so.

Overtime-Exempt

An overtime-exempt employee is not required to document a schedule change after the employing official approves the request.

Time Period

A temporary schedule change may cover a period of up to forty hours during the same work week. An employee must make up all hours missed from his or her designated schedule during the same regular WSU work week.

The regular WSU work week runs from 12:01 a.m. Sunday to 12:00 midnight Saturday, unless otherwise officially designated.

Employees must use annual leave, leave without pay (LWOP), or compensatory time to cover missed hours not made up during the same work week.

REQUEST PROCEDURE

To request a temporary schedule change, an overtime-eligible employee submits a completed Request for Temporary Schedule Change to her or his department for approval. See the PDF master form on 60.33.3.

The request must contain the following information:

Employee name,

Date(s) schedule is to be changed,

Schedule indicating when missed hours will be worked,

Employee signature and date, and

Employing official signature and date.

An employing official is an administrative or supervisory employee designated by the appointing authority to exercise responsibility for requesting certification, interviewing eligible candidates, and recommending appointment of individuals to classified positions. (WAC 357-01-150) NOTE: Classified positions include civil service and collective bargaining unit positions.

The department attaches the completed form to the employee's Time Report for the appropriate month.

The department must enter "Temporary Schedule Change" in the Comments section of the employee's Time Report. See 60.60.

See the PDF master form:
60.33.3: Request for Temporary Schedule Change
Complete and/or print as needed

60.30_Cyclic-Year_Positions_for_Classified_Employees.htm

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OVERVIEW

A department may establish a cyclic-year position if the department has known recurring periods in the annual cycle when the position is not needed or if there is limited funding for the position. (WAC 357-19-295)

Both civil service and collective bargaining unit positions may be established as cyclic-year positions. For purposes of this section, civil service and collective bargaining unit positions are referred to as classified positions.

Definition

A cyclic-year employee works less than 12 months each year and is on leave without pay (LWOP) at specified times, e.g., low activity periods.

Annual Cycles

Departments establish an annual cycle for cyclic-year positions. Cycles may coincide with the academic year, fiscal year, calendar year or any other appropriate cycle.

All cyclic-year positions within a department must use the same annual cycle.

Send a memorandum to Human Resource Services to establish or change the department's cycle.

Leave Accruals, PIDs

Civil service employees refer to 60.57 and WAC 357-31 regarding leave and 60.29 and WAC 357-28-055 for information regarding periodic increment dates.

Collective bargaining unit employees refer to the applicable agreements for information regarding leave and periodic increment dates.

STARTING A CYCLIC-YEAR POSITION

Use a Position Action/PRR to establish a cyclic-year position. See 58.02.

Reduction in Force

Contact Human Resource Services at least 30 days before reducing a filled position to a cyclic-year position. Layoff procedures may apply to the reduction. See 60.37.

ANNUAL NOTIFICATION

Upon appointment and before the start of each annual cycle, the employing department sends each cyclic-year employee a letter which specifies the scheduled periods of LWOP for the coming year. The letter must be sent at least 15 calendar days before the annual cycle begins. Refer to the sample below or use the letter template on 60.30.9.

For a cyclic-year employee hired within the cycle, the department sends the employee a letter documenting the scheduled periods of LWOP remaining in the cycle.

Routing Cyclic Year Letters

The department sends the cyclic-year letter to the employee with copies to Human Resource Services, Payroll Services, and Position Control.

REPORTING LWOP

If the cyclic appointment has a leave without pay (LWOP) period of ten days or less, an overtime-eligible classified employee reports the LWOP on a Time Report.

Overtime-exempt (excepted) classified employees report LWOP periods of ten days or less on a Leave Report for Classified Employees.

Starting/Ending LWOP

The cyclic year letter notifies HRS to begin and end LWOP on the specified dates.

Recording Leave Accruals

If there are 11 or more full days of LWOP, a civil service employee receives no leave accruals for the month. (WAC 357-31-175)

A collective bargaining unit employee refers to the applicable bargaining unit agreement regarding LWOP and leave accruals.

CHANGES TO LWOP SCHEDULE

Changing LWOP Period

When increasing or decreasing a LWOP cyclic period for a position, e.g., changing the basis of service from ten months to nine months, layoff procedures may apply. Contact Human Resource Services and see 60.37.

Extended Cyclic Appointment

When an employee returns to work during the scheduled period of cyclic LWOP at the request of the department, the cyclic appointment is extended.

To offer additional employment during a LWOP cyclic period the employing department completes and sends an offer letter similar to the sample below.

The department allows the incumbent at least three days to respond.

Offer Declined

The department may hire another classified employee or a temporary employee if the incumbent declines the offer or does not respond within three days. Contact Human Resource Services for assistance.

Offer Accepted/Reporting Hours

Report the hours worked on a separate Time Report. See 60.60 and 60.62.

Report actual hours worked on the Time Report. Enter "Extended cyclic appointment." in Remarks.

Route two copies of the Time Report showing hours worked to HRS. HRS routes one of the copies to Payroll Services.

NOTE: For overtime-exempt (excepted) classified employees, use the Time Report to report such time. Note in Remarks that the employee is overtime-exempt (excepted).

Holidays

A cyclic employee qualifies for holiday compensation if she or he works or is in pay status on her or his last regularly scheduled working day before the holiday(s) in that month. (WAC 357-31-010(3)) The employee's department must send a Time/Leave Report to HRS showing that the employee was in paid status the full scheduled work shift prior to the holiday. EXAMPLE: If the last scheduled work day is May 15, the department must route a Time/Leave Report to pay the employee for Memorial Day.

Employees on extended cyclic appointments (see above) must be in paid status the full scheduled work shift before a holiday in order to be paid for the holiday. The holiday pay is at the same rate as the rate for the employee's normal appointment.

ANNUAL LEAVE DURING A LWOP PERIOD

Employee Request

The use of annual leave must be requested by the employee.

Departmental Discretion

The department may or may not approve a request to use annual leave. (EXCEPTION: See HRS for more information.)

Use at Beginning or End

An employee may use annual leave at the beginning or end of a cyclic LWOP period. The Time/Leave Report submitted for the month is to show the cyclic LWOP period beginning and ending on the original cyclic LWOP dates as shown in the annual cyclic-year memorandum. Under Remarks, indicate that the cyclic appointment was extended for the purpose of using approved annual leave. Annual leave used during the period does not alter the dates established for cyclic LWOP as recorded in the employee's Annual Cycle Memorandum.

EXAMPLE: If the cyclic LWOP period begins May 16 and ends August 16, the employee may use annual leave right after May 16 and/or immediately before August 16. See Time Report examples in the PDF version of 60.30.6-8.

Offer of Additional Work

When an employee accepts an offer of additional work during a cyclic LWOP period, annual leave may be used during those days the employee is scheduled to work. The employee must request the use of annual leave.

NOTE: A department may not make an offer of additional work solely to provide an opportunity for an employee to use annual leave.

Annual Leave Accrual

If an employee has an hourly position during the scheduled cyclic leave without pay period, the employee accrues annual and sick leave unless he or she is on LWOP for 11 or more days in the calendar month. (The hourly position could be with the home department or with another department.) The employing department forwards a copy of the employee's Daily Activity Report to the home department. The home department attaches the copy of the Daily Activity Report to the employee's Time or Leave Report and adds any earned leave accruals to the annual and sick leave balances.

MODEL LETTERS

Cyclic-Year Letter Model

A department may reproduce the form letter on 60.30.9 or develop a letter using the model below.

CYCLIC-YEAR MEMORANDUM

(Date the cyclic-year letter at least 15 calendar days prior to beginning of the cyclic year.)

TO: (Employee Name; include WSU ID Number and Position Number)

FROM: (Supervisor's Name, Department)

SUBJECT: Periods of Leave Without Pay for Your (number of months in the cycle) Month Cyclic-Year Appointment

The annual cycle for your position begins (Indicate the dates of the cyclic year, e.g., begins August 1 and ends July 31.) of each year. Your scheduled days of leave without pay this year are: (Specify the dates of the leave without pay periods, for example August 1, 2005 through August 31, 2005 and June 1, 2005 through July 31, 2005.)

During any scheduled periods of leave without pay, you may be offered additional work on an extended cyclic year appointment.

If you work for another department on an hourly basis during your scheduled leave without pay period, you will accrue annual leave and sick leave after including the additional work, unless you have 11 or more full days of LWOP for the month.

Direct questions about unemployment compensation to the Washington State Department of Employment Security.

If you have questions about this schedule of leave without pay, please contact me.

cc:

Human Resource Services
Payroll Services
Position Control

Offer of Additional Work

MEMORANDUM

(Date)

TO: (Employee)

FROM: (Supervisor's Name and Department)

SUBJECT: (Offer of Additional Employment During Cyclic-Year LWOP Period)

This is an offer of additional employment during the period of scheduled leave without pay in your cyclic-year appointment. This employment begins (Specify the dates, e.g., June 1, through June 4, 2005).

Please circle your response, sign, and return this offer to me within three days.

I (do/do not) accept this offer of additional employment.

_________________________________
Signature
______________
Date

cc:
Human Resource Services

See PDF version of 60.30.6-8 for examples.

See PDF form master:
60.30.9: Cyclic Year Memorandum
Complete and/or print as needed.

60.29_Establishing_Salary_Step_Periodic_Increment_Date_and_Probation_or_Trial_Service.htm

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OVERVIEW

Washington State University maintains a compensation program within the parameters established under the Washington Administrative Code (WAC Title 357). This policy addresses requirements as set forth in accordance with WAC 357-28-035. Compensation practices not addressed in this policy are administered in accordance with the requirements of WAC 357.

Applicability

This salary determination policy applies to civil service employees not covered by collective bargaining unit agreements.

An employee covered by a collective bargaining unit agreement is to refer to the applicable agreement for salary determination information.

CIVIL SERVICE ENTRY EMPLOYMENT

Type of Action Step Periodic Increment Date Six Month Probation Required

Appointment of new employee The minimum step in the salary range of the designated classification. (*See footnote below.) Periodic increment date is based on the appointment day. If the appointment occurs on or before the 15th day of the month, the periodic increment date is six months from the first of the month; if the appointment occurs on or after the 16th day of the month, the periodic increment date is six months from the first of the following month. Yes

Appointment of employee with previous state service
(Break in service) The minimum step in the salary range of the designated classification. (*See footnote below.) Same rules as appointment of new employee. Yes

Probationary to permanent A two-step increase if entry was the minimum salary step. (*See footnote below regarding appointment above the minimum step.) Periodic increment date is established at the time of appointment.

Appointment from layoff list Employee is placed at same salary equal to the employee's base salary at time of layoff, not to exceed the salary range maximum. Employee receives new PID if appointed to a position with a different salary range maximum. If the base salary is set above the minimum, the periodic increment date is 12 months from the date of appointment. Transition review period may be required. (WAC 357-46-110)

Appointment from statewide layoff list Employee is placed at same salary range equal to the employee's base salary at time of layoff, not to exceed the salary range maximum. The same as a WSU appointment from layoff list. Transition review period may be required. (WAC 357-46-110)

*Appointment above minimum step: Human Resource Services (HRS) may authorize an initial starting base salary above the entry level of the assigned salary range, not to exceed the top step of the range. The appointing authority submits a memorandum to the Director of Human Resource Services and the University's designated Personnel Officer (in accordance with RCW 41.06.510) providing the justification to appoint an employee above the minimum step. (Contact HRS at WSU Pullman regarding the current designated Personnel Officer.) For an employee whose base salary is set above the minimum, the periodic increment date is 12 months from the date of appointment.

CHANGES IN CLASSIFICATION OR POSITION

Type of Action Step Periodic Increment Date Trial Service Required

Promotion A two-step increase unless the first step of new range is more than two steps above employee's current salary in which case employee is placed at first step of the new range. Periodic increment date (PID) is six months from the date of appointment if the employee was appointed to the minimum step of the salary range. PID is 12 months from the date of appointment if the employee is appointed above the minimum step in the salary range. If promotion occurs on or before the 15th day of a month, the new periodic increment date will be the first of the month; if promotion occurs on or after the 16th day of a month, the new periodic increment date will be the first of the following month. Yes

Elevation --
Promotion of employee to a higher class in which the employee previously held permanent status Follows promotional rules. (See above.) Follows promotional rules. (See above.) Yes

Reallocation of position to class with higher salary maximum A two-step increase unless the first step of new range is more than two steps above employee's current salary in which case employee is placed at first step of the new range. Periodic increment date (PID) does not change. No; provided employee has performed higher level duties for at least six months.

Reallocation of position to class with lower salary maximum Employee is placed at step in new range that is equivalent to current salary unless it exceeds the salary maximum, in which case the employee receives the top step of the new range. Periodic increment date (PID) does not change. No; employee retains appointment status. (WAC 357-13-090)

Trial service reversion after promotion, transfer, or elevation If returned to a previous classification, the employee is placed at the step in the salary range which she/he would have held if no promotion or transfer had occurred, including any salary increase which would have been received during that period. If employee is placed in a class that has the same or lower salary range maximum, employee is placed at the same salary equal to the employee's previous base salary, not to exceed the salary range minimum. If the employee is reverted to a position with a different salary range, the periodic increment date (PID) is set six months from the effective date of the reversion. If the employee is reverted to a position with the same salary range, the employee's PID is not reset. No; unless a trial service existed in the previous appointment in which case the employee resumes the trial service period, or unless the employee is placed in a position which is not closely related.

Trial service reversion following voluntary demotion If employee is placed in a class that has the same or lower salary range maximum, employee is placed at the same salary equal to the employee's previous base salary, not to exceed the salary range maximum. If the employee is reverted to a position with a different salary range, the periodic increment date (PID) is set six months from the effective date of the reversion. If the employee is reverted to a position with the same salary range, the employee's PID is not reset. No; unless a trial service existed in the previous appointment in which case the employee resumes the trial service period, or unless the employee is placed in a position which is not closely related.

Layoff to class in which employee has permanent status Employee is placed at the same salary equal to the employee's previous base salary, not to exceed the salary range maximum. No change. Transition review period may be required. (WAC 357-46-110)

Layoff to class in which employee does not have permanent status Employee is placed at the same salary equal to the employee's previous base salary, not to exceed the salary range maximum. No change. Yes

Voluntary demotion to class in which employee has held permanent status Employee is placed at the same step in the new range as she/he holds in the current range; however, an appointing authority may petition Human Resource Services to appoint the employee at a higher step in the range, not to exceed the salary range maximum. Periodic increment date (PID) is six months from the date of appointment if the employee was appointed to the minimum step of the salary range. PID is 12 months from the date of appointment if the employee is appointed above the minimum step in the salary range. If voluntary demotion occurs on or before the 15th day of a month, the new periodic increment date will be the first of the month; if voluntary demotion occurs on or after the 16th day of a month, the new periodic increment date will be the first of the following month. No; unless employer determines the positions are not closely related, then a trial service period may be required.

Voluntary demotion to class in which employee has not held permanent status Employee is placed at the same step in the new range as she/he holds in the current range; however, an appointing authority may petition Human Resource Services to appoint the employee at a higher step in the range, not to exceed the salary range maximum. Periodic increment date (PID) is six months from the date of appointment if the employee was appointed to the minimum step of the salary range. PID is 12 months from the date of appointment if the employee is appointed above the minimum step in the salary range. If voluntary demotion occurs on or before the 15th day of a month, the new periodic increment date will be the first of the month; if voluntary demotion occurs on or after the 16th day of a month, the new periodic increment date will be the first of the following month. Yes

Disciplinary demotion Established by Director of Human Resource Services. No change. No; unless employer determines the positions are not closely related, then a trial service period may be required.

Transfer Employee is placed at the same step in the new position that she/he holds in the current position. No change. No; unless employer determines the positions are not closely related, then a trial service period may be required.

Trial service to permanent A two-step increase unless increase would exceed salary range maximum. A periodic increment date is established at the beginning of the trial service period.

TRANSFER FROM OTHER STATE EMPLOYMENT

Employees from other Washington state agencies may transfer their employment to WSU. The term "agency" refers to organizations under the jurisdiction of the state Department of Personnel.

State employees who move between state organizations receive employment preference and may transfer their employment benefits. See 60.19.

TRANSFERRING TO WSU EMPLOYMENT FROM OTHER STATE EMPLOYMENT

Type of Action Step Periodic Increment Date Trial Service Required

Interinstitutional and interagency promotion Employee is placed in the same step in the new position as he/she would be placed for a promotion within the WSU system. The same as a WSU promotion. Yes; even if the employee held permanent status at another institution.

Interinstitutional and interagency transfer or voluntary demotion The same as any WSU appointment. The same as a WSU transfer or voluntary demotion. Yes; even if the employee held permanent status at another state agency.

Trial service to permanent after institutional or intersystem movement Receives increase on PID. Does not change.

60.28_Hazardous_Conditions_Pay.htm

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ELIGIBLE EMPLOYEES

Civil service employees are eligible for hazardous conditions pay in some work situations. In accordance with general prevailing practices in the local building trades industry, hazardous conditions pay applies to the following:

Work on a swing staging or tile/slate/metal roof (without protective parapet) which is 35 feet or more above the ground or floor.

Sandblasting work requiring special protective clothing and air line respiratory protection.

Work requiring a full face mask with air line or catalytic-type respiratory protection.

Collective bargaining unit employees must refer to the appropriate collective bargaining unit agreements for hazardous conditions pay information.

INELIGIBLE EMPLOYEES

Employees are not eligible for hazardous conditions pay if the hazardous duties are normally expected for the employee's assigned class and are incorporated in consideration of the employee's assigned salary ranges. Contact Human Resource Services for information concerning hazardous conditions pay; telephone 335-4521.

SALARY PREMIUM

The salary premium for hazardous conditions is 1.00 dollar per hour with a two-hour minimum per event.

REPORTING

Hazardous conditions pay is a supplemental pay reported on the Time Report. See 60.60.

60.37_Layoff–Civil_Service_Employees.htm

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OVERVIEW

The reasons for a layoff include, but are not limited to, the following in accordance with WAC 357-46-010:

Lack of funds;

Lack of work; or

Organizational change; or

Termination of project employment.

In order to avoid or minimize the impacts of layoff, before initiating a layoff, departments are to contact the campus Human Resource Services (HRS) office to determine potential options available in lieu of layoff. HRS offices are located at the Pullman, Spokane, Tri-Cities, and Vancouver campuses.

Options may include, but are not limited to:

Voluntary employee transfers;

Voluntary demotions;

Voluntary reduced work schedules;

Voluntary leave without pay; or

Hiring controls.

Prior to finalizing any layoff procedures, departments are to contact HRS.

Eligibility

This layoff procedure applies to all civil service employees who are not covered by collective bargaining unit agreements.

An employee who is covered by a collective bargaining unit agreement is to refer to the applicable agreement for layoff rules and procedures.

Administration

WSU Pullman Human Resource Services (HRS) is responsible for overseeing and approving layoff processes at all WSU locations systemwide.

PROCESS

Department Actions

The department is to contact HRS to discuss any proposed layoff.

Submit Position Action/PRR

To initiate a layoff, the appointing authority submits a signed Position Action/PRR form to Position Control. See 58.02.

Specify the reason for the layoff, such as: lack of work, lack of funds, and/or for good faith reorganization for efficiency purposes. Include the effective date of the layoff.

Submit the Position Action/PRR form to Position Control at least 30 days before the anticipated layoff date.

Verbally Inform Employee

The appointing authority or his/her designee is to verbally inform the employee of the layoff and the reason.

Human Resource Services Actions

Position Control forwards the Position Action/PRR to HRS. An HRS representative provides the affected employee with information regarding the layoff process. HRS provides the employee with a written layoff notice signed by the appointing authority and layoff options in accordance with WAC 357-46-025.

Permanent Employees

A permanent employee must receive at least 15 calendar days written notice of layoff, unless the appointing authority and the employee agree to waive the 15 calendar day notice as defined in WAC 357-46-025. Within the 15 calendar days notice period, the employee is given no less than three working days in which to select a layoff option, if any, and/or select placement on layoff list(s) and/or an option in lieu of layoff.

HRS must furnish the written notice directly to the employee during his or her scheduled working hours, if possible. If the employee is not available for personal service, HRS must mail the written notice by certified letter to the employee's last known address. If the notification is mailed, the employee is given no less than five working days in which to select a layoff option, if any, and/or select placement on the layoff list(s) and/or an option in lieu of layoff.

If the employee fails to return the layoff options forms to HRS within the prescribed time limits, such failure is automatically regarded as rejection of the options.

Probationary Employees

Probationary employees do not have layoff employment options. In accordance with WAC 357-46-185, probationary employees must receive a minimum of one calendar day written notice before being separated.

Project Employees

See 60.23 and the definition below for more information regarding project appointments.

The department must notify HRS of the status and end date of each project. The conclusion of a project appointment may result in a layoff of a permanent employee. An employee laid off from a project position has layoff rights only within the specific project, unless the employee left a permanent position to accept the project appointment. See below and below.

A project employee must receive at least 15 calendar days written notice of layoff, unless the appointing authority and the employee agree to waive the 15 calendar day notice as defined in WAC 357-46-025. After receiving notification from the department, HRS must provide notice to the project employee even if the project is ending on the specified date. Within the 15 calendar days notice period, the employee is given no less than three working days in which to select a layoff option, if any, and/or select placement on layoff list(s) and/or an option in lieu of layoff. Options provided to a project employee are limited to options within the specific project, unless the employee left a permanent position to accept the project appointment. See below.

HRS must furnish the written notice directly to the employee during his or her scheduled working hours, if possible. If the employee is not available for personal delivery service, HRS must mail the written notice by certified letter to the employee's last known address. If the notification is mailed, the employee is given no less than five working days in which to select a layoff option, if any, and/or select placement on the layoff list(s) and/or an option in lieu of layoff.

If the employee fails to return the layoff options forms to HRS within the prescribed time limits, such failure is automatically regarded as rejection of the options.

Permanent Status Prior to Project Appointment

When a permanent employee leaves a permanent position to accept a project appointment, the permanent employee is placed on the internal layoff list, in accordance with WAC 357-19-340.

An employee who held permanent status prior to accepting a project appointment without a break in service may request to return to his or her permanent position by providing 14 calendar days written notice of intent to return to the position he or she held immediately prior to accepting the project appointment. The employee submits the written request to the appointing authority of the permanent position the employee previously held and sends a copy to HRS. The appointing authority may grant or deny the request and provides written notice to the employee of his or her decision.

LAYOFF OPTIONS

The layoff process at Washington State University is based on employee seniority.

Layoff options are determined in accordance with WAC 357-46-035 and are offered within the layoff unit. See below for WSU layoff units.

Options within a layoff unit are offered in the following order:

Option 1

Within the layoff unit, a permanent employee scheduled for layoff must be offered the option to take a position, if available, for which the following criteria are met:

The position is allocated to a class in which the employee holds permanent status at the time of the layoff. See the definition of class below.

If no position in the current class is available, the employee's option is to a position at the same salary range in a class in which the employee has previously held permanent status.

If no position at the same salary range is available, the employee must be given an opportunity to take a position in a lower class in a class series in which the employee has previously held permanent status. The employee is not required to have held permanent status in the lower class in order to be offered the option to take a position in the class. Lower class positions are examined for availability in descending salary order. See the definition of class series below.

The position is comparable to the employee's current position as defined by the employer's layoff procedure. See definitions below.

The employee satisfies the competencies and other position requirements. See below.

The position is funded and vacant, or if no vacant funded position is available, the position is occupied by the employee with the least seniority. See below.

Option 2

If a permanent employee has no options under Option 1 above, the employee is offered the following option:

The employer must determine if there is an available position in the layoff unit to offer the employee in lieu of separation that meets all of the following criteria:

The position is at the same or lower salary range maximum as the position from which the employee is being laid off;

The position is vacant or is held by a probationary employee;

The position is comparable or less than comparable (see definition below);

The position is one for which the employee meets the competencies and other position requirements. See below.

If more than one qualifying position is available, the employee must be offered the position with the highest salary range maximum.

Transition Review Period

An employee appointed to a position through the layoff process may be required to serve a transition review period. (WAC 357-46-110)

BREAKING SENIORITY TIES

Ties in seniority are broken in the following order:

If the affected employees are located within the same layoff unit the assigned appointing authority determines, based on business necessity, which position is considered least senior.

Employee with longest continuous time within his or her current classification will be considered most senior.

By lot.

LAYOFF LISTS

A laid-off employee is placed on internal University layoff lists in accordance with WAC 357-46-070. The employee is given layoff list rights to classes in which he or she held permanent status and lower classes in applicable series, excluding any prior state service before any break in service.

In addition, if the employee accepts a layoff option to a position which is located beyond a reasonable commuting distance, the employee is placed on the layoff list for the classification at the previous permanent work location from which she or he was laid off.

All laid off employees may be placed on the statewide layoff list in accordance with WAC 357-46-080.

Trial service employees who do not satisfactorily complete the trial service period have reversion rights in accordance with WAC 357-19-117. Such employees are eligible to be on the internal layoff lists in accordance with WAC 357-46-070.

An employee who unsuccessfully completes a transition review period may be reinstated on any eligible layoff lists in accordance with WAC 357-46-125.

An employee who left a permanent position prior to accepting a project appointment is placed on the internal layoff list and provided with options in accordance with this section (60.37), if applicable. See above.

APPEAL RIGHTS

All permanent employees have the right to appeal a layoff in accordance with WAC 357-52.

In accordance with WAC 357-52-225, employees must submit appeals in writing within 30 calendar days after the effective date of the action appealed to:

Personnel Resources Board
600 South Franklin
P.O. Box 40911
Olympia, WA 98504-0911

BENEFITS AND RETIREMENT

Each employee should contact Human Resource Services (HRS) to determine the effects of layoff on State Employee's Insurance and his or her retirement benefits (either Public Employee's Retirement System or TIAA-CREF).

To view the HRS website for more information, go to:

http://hrs.wsu.edu/

UNEMPLOYMENT COMPENSATION

An employee separated from WSU through a layoff may qualify for unemployment compensation.

Contact the Employment Security Department for more information:

http://www.esd.wa.gov/

DEFINITIONS

Comparable Position

A comparable position in the layoff unit for full-time, 12-month positions is 40 hours per week and 12 months per year within a 50 mile radius.

A comparable position for a part-time or less than 12-month position is an equivalent part-time position which is less than 40 hours per week or less than 12 months a year and within a 50-mile radius. For example, a 50 percent position can claim another 50 percent position; however, the employee may not claim a position that is greater than 50 percent.

Competency and Position Requirements

Competency and position requirements are documented criteria which may include licensing/certification requirements, position description, class specifications, skills/competencies listed on the recruitment announcement, bonafide occupation requirements, and additional documented competencies or requirements not reflected in the position description.

Class Series

A class series is a grouping of job functions having similar purpose and knowledge requirements.

Each class series is divided into several levels of work functions and responsibilities.

Project Position

A project position is a classified position created to serve a specific purpose and/or complete a defined project that is of a time-limited nature with an expected end date in accordance with WAC 357-19-305. See also 60.23.

Seniority

Human Resource Services determines the employee's seniority date based on the total length of qualifying service.

Layoff seniority is total days calculated from the employee's continuous service date and adjusted as noted below. The continuous service date is the most recent hire date without a break in state service.

Days of service in an administrative professional, faculty, or other exempt position are deducted from seniority except as required by WAC 357-19-225.

Days of leave without pay (LWOP) are deducted from the employee's seniority, except for military leave in accordance with WAC 357-31-370. LWOP days are determined based on appointment full-time equivalency (FTE).

Eligible veterans also receive seniority credit not to exceed five years in accordance with WAC 357-46-060. Veterans are required to supply copies of Department of Defense (DD) Form 214, Certificate of Release or Discharge from Active Duty, to HRS.

LAYOFF UNITS

The WSU organization is divided into layoff units which are generally a college, a group of like administrative units, or a geographically-separated activity.

The WSU layoff units are designated as follows:

Layoff Unit 1

Departments, offices, and programs reporting to the President (unless otherwise designated below)

Layoff Unit 2

Departments, offices, and programs reporting to the Provost (unless otherwise designated below)

Layoff Unit 3

Departments, offices, and programs reporting to the Vice President for Finance and Administration

Layoff Unit 4

Enrollment Management

Layoff Unit 5

Departments, offices, and programs reporting to the Vice President for Information Technology Services

Layoff Unit 6

Departments, offices, and programs reporting to the Vice President for University Advancement and External Affairs

Layoff Unit 7

College of Agricultural, Human, and Natural Resource Sciences

Layoff Unit 8

College of Engineering and Architecture

Layoff Unit 11

College of Veterinary Medicine

Layoff Unit 12

College of Education

Layoff Unit 13

College of Business

Layoff Unit 14

College of Pharmacy

Layoff Unit 15

College of Nursing

Layoff Unit 16

Libraries

Layoff Unit 17

Global Campus

Layoff Unit 18

Intercollegiate Athletics

Layoff Unit 19

WSU Extension

Layoff Unit 20

WSU Tri-Cities

Layoff Unit 21

WSU Vancouver

Layoff Unit 22

WSU Spokane

Layoff Unit 24

Student Affairs

Layoff Unit 25

College of Communication

Layoff Unit 26

College of Arts and Sciences

Layoff Unit 27

Departments, offices, and programs reporting to the Vice Provost for Health Sciences

60.31_Probationary_and_Trial_Service_Periods_for_Civil_Service_Employees.htm

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OVERVIEW

Probationary and trial service periods provide an opportunity for the employing department to observe and assess an employee's work and to train and aid the employee in adjusting to a new position. These periods allow the University to determine whether or not to grant the employee permanent status in that position.

A new employee who does not have permanent status with the state of Washington must serve a probationary period when appointed to a civil service position. See 60.29.

An employee who has passed a probationary period and holds permanent status with the state of Washington may be required to serve a trial service period even when she or he holds permanent status in the classification, e.g., in the case of promotion or transfer. See 60.29.

Applicability

This section applies to civil service employees.

An employee covered by a collective bargaining unit agreement is to refer to the applicable agreement regarding probationary and trial service periods.

Length of Periods

Probationary and trial service periods are for six months.

A probationary or trial service period is affected by the use of leave. If an employee uses leave without pay (LWOP) for an entire shift, her or his probationary or trial service period is extended on a day-for-day basis. (WAC 357-31-355, WAC 357-19-065)

Request for Extension

An appointing authority may submit a written request to the Director of Human Resource Services (HRS) for an extension of a probationary or trial service period. Such a request and approval must be for extraordinary reasons.

The Director of HRS must receive the written request for extension seven business days prior to the end of the six month probation or trial service period.

Probationary Period Separation

An appointing authority may separate a probationary employee who has not successfully completed his or her probationary period, in accordance with WAC 357-46.

To help assure compliance with state regulations, the appointing authority should contact HRS for assistance prior to initiating a separation during a probationary period.

A probationary employee must receive a minimum of one calendar day's written notice before being separated.

An individual separated during a probationary period does not have the right to appeal the separation.

Administration

WSU Pullman Human Resource Services (HRS) is responsible for overseeing and approving personnel actions including separations for probationary and trial service employees at all WSU locations systemwide.

TRIAL SERVICE REVERSION

Reversion is defined as the voluntary or involuntary movement of an employee during the trial service period, resulting in placement in a position or on the employer's internal layoff list. (WAC 357-01-290) See also 60.29.

Department-Initiated Reversion

The appointing authority may revert any employee who fails to meet the employer's standards during the trial service period. The appointing authority must provide the employee with seven calendar days' written notice. EXCEPTION: If during the last seven days of a trial service period, the employee commits an egregious act which warrants reversion, the appointing authority may immediately revert the employee without seven calendar days notice. (WAC 357-19-105)

Upon reversion, the employee has the rights provided by WAC 357-19-115 and WAC 357-19-117. See also "Reversion Options" below.

To assure compliance with state regulations, the appointing authority should contact HRS for assistance prior to initiating a trial service reversion.

Voluntary Reversion

Within 30 calendar days from the date of appointment, an employee may voluntarily revert during a trial service period by providing seven calendar days' written notice to the appointing authority.

After 30 calendar days from the date of appointment, an employee may voluntarily revert only at the discretion of the appointing authority to which the employee has reversion rights. The employee should contact HRS to assist with the voluntary reversion process.

Reversion Options

A permanent employee who does not satisfactorily complete the trial service period has the right to revert to a position, if available, in accordance with the following:

For an employee reverting from trial service following a promotion, transfer, or elevation, WSU must revert the employee to a vacant position for which the employee satisfies competencies and other position requirements and which is:

Allocated to the class the employee last held permanent status in; or

If no positions are available, allocated to a class which has the same or lower salary range maximum.

For an employee reverting from trial service following a voluntary demotion, WSU must revert the employee to a vacant position:

For which the employee satisfies the competencies and other position requirements, and

Is allocated to a class which has the same or lower salary range maximum as the class from which the employee is reverting.

If the reverted employee is not returned to a permanent position in the class in which the employee last held permanent status, the employee may request to be placed on the internal layoff list.

Appeal

An employee reverted during a trial service period does not have the right to appeal.

60.21_Reasonable_Accommodation.htm

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POLICY

Washington State University is committed to providing equal opportunity in its services, programs, and employment for individuals with disabilities. The University complies with federal and state laws (e.g., RCW 49.60) and regulations (e.g., WAC 357-26) regarding reasonable accommodation for persons with disabilities.

This policy sets forth guidelines for meeting reasonable accommodation requirements of state and federal laws. See below. The reasonable accommodation process is subject to flexibility within governing law.

Purpose

The University's reasonable accommodation process is designed to:

Assist individuals with disabilities (impairments) with applying for employment,

Ensure equal access to employment, and

Help individuals remain in their jobs or appointments, with or without accommodations.

Applicability

This policy is applicable to all employees, appointees, candidates, and applicants for employment with Washington State University. It provides reasonable accommodations to persons with disabilities in accordance with RCW 49.60.040 and other applicable state and federal laws. See also "Definitions" below.

Persons with disabilities have the right to request and receive reasonable accommodation in all aspects of employment procedures with the University, including but not limited to application, recruitment, selection/hiring, promotion, testing, medical examinations, layoff/recall, assignments, termination, evaluation, compensation, disciplinary processes, leave, training, employee benefits including insurance, and employer-supported activities.

Reasonable Accommodation

Reasonable accommodation means modification or adjustment to a job, work environment, policy, practice, or procedure that enables an individual with a disability to enjoy equal employment opportunity and that does not impose an undue hardship on the employer.

In accordance with WAC 357-26-015, reasonable accommodation may include, but is not limited to:

Accommodation in application procedures, testing, and interview processes; or

Modifications or adjustments to a job, work method, or work environment that make it possible for a qualified person with a disability to:

Perform the functions of the position, or

Enjoy the benefits and privileges of employment equal to employees without disabilities.

Contact Staff

Trained HRS staff have the authority necessary to initiate the University's reasonable accommodation process.

ACCOMMODATION PROCESS

Notification

The University must provide each employee who requests reasonable accommodation with access to the University's reasonable accommodation procedure in a format that is accessible to that employee in accordance with WAC 357-26-020.

The University must include notification of the right to make a reasonable accommodation request and information on how to initiate such a request with all recruitment efforts.

A person in the employee's supervisory hierarchy should refer the employee to Human Resource Services (HRS) to discuss the availability of reasonable accommodation under the following circumstances:

When he or she becomes aware of the employee's impairment(s), and

If it reasonably appears that the impairment may have a substantially limiting affect on the employee's ability to perform his or her job or enjoy access to equal benefits, privileges, or terms and conditions of employment.

HRS recommends that the supervisor also notify HRS of the referral.

The referral recommendations above are not meant to impair an employee's rights to seek reasonable accommodation on his or her own, nor to alter protections set forth in this policy and under law.

Requesting Accommodation

Employee Responsibilities

Unless the employer has received notice of the impairment, it is the employee's responsibility to inform the supervisor or HRS that he or she needs a reasonable accommodation in order to perform her or his job functions or to receive equal benefits, privileges, or terms and conditions of employment.

The employee is responsible for providing current information concerning her or his medical condition, skills, abilities, training, and experience to HRS as part of the reasonable accommodation request.

Department Responsibilities

The supervisor should inquire whether the employee perceives a need for reasonable accommodation when:

The employer has received notice of the impairment, and

The impairment is reasonably believed to interfere with job functions or access to equal benefits, privileges, or terms and conditions of employment currently or in the future.

Since impairments may change over time, a single inquiry does not relieve the employer or the employee from the potential for ongoing discussion or engagement in an interactive process.

NOTE: The supervisor must be careful to avoid an improper inquiry about the employee's possible impairment and to protect the employee's right to privacy. See 60.08 regarding applicants. The supervisor should contact HRS for assistance with this process. Supervisors are not to request medical documentation regarding the impairment or discuss the specifics of the medical diagnosis with the employee. HRS is responsible for maintaining medical documentation needed in the reasonable accommodation process.

Qualifying for Reasonable Accommodation in Employment

For the purposes of qualifying for reasonable accommodation in employment, the employee and the employer must participate in an interactive process.

The employee and her or his health care provider must provide documentation to HRS indicating that a disability or medical impairment is known or shown to exist in fact; and

The impairment must have a substantially limiting effect upon the individual's:

Ability to perform his or her job,
Ability to be considered for a job, or
Access to equal benefits, privileges, or terms and conditions of employment; and

The existence of the impairment and the medical documentation must establish a reasonable likelihood that engaging in job functions without an accommodation would aggravate the impairment to the extent that it would create a substantially limiting effect. (All medical documentation is to be provided to HRS. See below.)

NOTE: A limitation is not substantial if it has only a trivial effect. (RCW 49.60.040(25)(d)(e))

The obligation to provide a reasonable accommodation applies to all aspects of employment. This duty is ongoing and may arise any time that a person's disability/impairment or job changes.

Behavior related to a disability must be examined in the context of possible eligibility for reasonable accommodation before an employee may be subject to discipline or other adverse employment action as a result.

Timely Response

Timely response to a reasonable accommodation request is essential in providing equal opportunity. Failure of a department to provide reasonable accommodation in a timely manner is justification for an applicant for a position to be granted an extension of application or other applicable deadlines to be considered for the applicant/employee.

Documentation

Request Form

To make a written reasonable accommodation request, the employee or applicant completes and submits an Accommodation Request for Disability or Serious Medical Condition form to HRS. Obtain copies of the form by completing and/or printing the blank master on 60.21.18.

NOTE: Completion of a request form may not always be necessary. However, completion is recommended to assist HRS and the department with maintaining an accurate record of the request and action taken. If the employee fails to complete an Accommodation Request for Disability or Serious Medical Condition form, HRS may request the employee to do so. An employee who makes a verbal request may be asked to complete written documents. HRS provides assistance with completing the written documents if reasonable accommodation for such completion is required.

Medical Documentation

HRS may request that the employee provide written documentation from a licensed health care provider (HCP), including a statement of the employee's functional limitations or substantially limiting effects. This documentation may also include the HCP's recommendations about potential alterations or adjustments to the job functions.

Use the following forms, as needed, to request and obtain written documentation from a health care provider:

Medical Release Statement for Reasonable Accommodation Requests on 60.21.19, and

Health Care Provider Statement for Reasonable Accommodation Requests on 60.21.20-24. The health care provider statement includes a work assessment section.

Refusal by the employee to provide adequate medical documentation may result in denial of reasonable accommodation or separation from employment.

Review of Request

HRS Review/Consultation

Upon receiving the reasonable accommodation request, HRS reviews the current position description, the position's functions, and qualifications.

HRS contacts the department and employee once the completed request is received. HRS may request additional information. The employee may also schedule an appointment with HRS on his or her own initiative.

With Employee

Human Resource Services consults with the individual to:

Discuss his or her specific sensory, mental, and/or physical abilities and limitations in relation to the job functions;

Identify the disability-related barriers to job performance and current or potential substantially limiting effects;

Assess how reasonable accommodation may overcome these barriers; and

Discuss the employee's preferences with regard to reasonable accommodation.

With Department

The department, in consultation with HRS, may consider a reasonable accommodation for job functions or elimination or adjustment of certain functions. See below regarding determination of functions.

Verification

The University through HRS may request that an applicant or employee provide verification from a health care professional (HCP) when he or she requests an accommodation and:

The disability is not readily apparent or understandable without HCP input;

The disability has not been previously documented;

The reasonableness of the request is not evident; and/or

Medical documentation is required to establish a substantially limiting effect or a reasonable likelihood that engaging in job functions without an accommodation would aggravate the impairment to the extent that it would create a substantially limiting effect.

HCP Opinion

The University through HRS may request the health care professional's opinion as to whether or not:

The employee or applicant has sensory, mental, and/or physical impairment as claimed;

The impairment has the effect of necessitating reasonable accommodation in that it has a substantially limiting effect on the individual's:

Ability to perform his or her job,
Ability to apply or to be considered for a job, or
Access to equal benefits, privileges, or terms and conditions of employment;

The employee or applicant is able to perform the functions of the job with or without reasonable accommodation;

A reasonable likelihood exists that engaging in job functions without a reasonable accommodation would aggravate the impairment to the extent that it would create a substantially limiting effect; and/or

The requested accommodation is appropriate to the disability.

Second Opinion

The University may obtain a second opinion from a health care professional chosen and paid for by the employing department. Such inquiries are limited to:

Verification of the employee's claims;

Comments on the appropriateness of the requested accommodation; and/or

Suggestions of possible effective alternative accommodations.

Medical Examination and/or Certification

The University may require a medical examination and/or health care professional's certificate where a question arises concerning the fitness of a current employee to perform the duties of his or her position. The employing department pays the cost of the medical examination and/or certificate.

Determining Reasonable Accommodation

HRS consults with the supervisor, the employee, and if applicable, a vocational professional if the disability:

Precludes the employee from performing job functions,

Substantially limits the individual's ability to perform his or her job, or

Is reasonably likely to substantially limit the individual's ability to perform his or her job without reasonable accommodation.

The consulting group undertakes the following actions, as appropriate:

Evaluation of the employee's functional abilities and limitations;

Analysis of the job requirements;

Exploration of reasonable accommodation options available to enable the employee to perform the job's functions, including but not limited to:

Making existing facilities used by employees readily accessible to be used by the employee with an impairment or impairments;

Restructuring the job in a manner consistent with reasonable accommodation;

Granting a leave of absence in a manner consistent with law;

Modifying work schedules in a manner consistent with law;

Acquiring or modifying equipment or devices, in accordance with law;

Providing qualified readers and interpreters;

Reviewing current vacancies within the department; and/or

Providing the opportunity for reassignment to an active vacant position.

Determination of the most effective reasonable accommodations;

Evaluation concerning whether or not the employee can perform the job in a manner safe to others and the employee.

For any questions concerning the nature of the limitation or a reasonable accommodation being considered, the employee and/or the supervisor should consult with HRS. HRS may also consult with other knowledgeable sources. All parties are obligated to engage in the reasonable accommodation process in such instances.

HRS and Department Evaluation

HRS and the department evaluate the suggested accommodation(s) by assessing:

The effectiveness of the proposed accommodation in enabling the employee to perform the job functions;

The operational needs of the department; and

The cost of the proposed accommodation.

Considerations

HRS and the department consider the following factors, as appropriate:

The number of persons employed in the department.

The number, type, and locations of the units within the department.

The type of operation, including:

The composition, structure, and functions of the department's workforce,
The department's geographic separateness, and
The administrative or fiscal relationship of the department to the campus;

Impact of the proposed accommodation on:

The operation of the department,
The ability of other employees to perform their duties,
The department's ability to conduct business.

The nature and cost of the proposed accommodation.

The overall financial resources of the University with respect to the number of employees and the number, type, and location of University facilities;

The effect on expenses and resources or other impact of the proposed accommodation on business operations.

Undue Hardship Limitation

The University must provide reasonable accommodation to qualified individuals with disabilities who are employees or applicants for employment, unless doing so imposes an undue hardship. However, before concluding that a particular accommodation would impose an undue hardship, the University must consider whether or not there are alternative reasonable accommodations that would not impose such a hardship.

NOTE: Determinations of "undue hardship" may be made only by the appropriate dean or vice president after consultation with HRS. Such determinations must be documented in writing with the appropriate signatures. See also below.

Accommodation Options

The supervisor and HRS review any selected reasonable accommodation options with the employee, as necessary. Dialogue concerning reasonable accommodation may be ongoing and may involve members of the employee and supervisor's supervisory hierarchy, as well as other relevant University officials.

Accommodation to Position

If two or more effective accommodations exist, and after considering the preference of the individual with a disability, the University may select the reasonable accommodations to be provided.

Placement in Alternate Position

The University attempts to place an employee with a documented disability in an equivalent or lower status vacant position for which the employee qualifies if:

The employee is no longer able to perform the functions of his or her position with or without reasonable accommodation;

Medical documentation establishes a reasonable likelihood that engaging in job functions without a reasonable accommodation would aggravate the impairment to the extent that it would create a substantially limiting effect and no reasonable accommodation for the position exists; and/or

Accommodation in the present position would cause an undue hardship (see below).

Generally, placement under this policy is without competition. However, an employee covered by this policy may compete with other similarly-situated candidates for the same nonpromotional position. The employee must meet the minimum qualifications and specific position requirements for any vacant position offered as a reasonable accommodation. The employee must meet those position requirements with or without a reasonable accommodation.

Under this policy, the University is not required to:

Create a position,

Displace another employee,

Offer a promotion, or

Move an employee into a position for which the employee is not qualified.

Refusal by the employee to cooperate with the placement efforts or to provide adequate medical documentation may result in separation or the employee not receiving reasonable accommodation.

Individual Options

If the cost of a reasonable accommodation imposes an undue hardship and there are no other financial resources available, the University gives the individual with a disability the option of providing the accommodation, or paying that portion of the cost which constitutes an undue hardship.

Individuals should consult with HRS in those situations where the employee or his or her supervisor seeks an adjustment.

No Accommodation Selected

By Department

The department should discuss with HRS any suggested accommodations that appear to be unacceptable. This determination includes an evaluation of undue hardship. See below.

A reasonable accommodation identified or adopted by the parties as acceptable may not be rejected or ceased by a department as an undue hardship without involving HRS.

The department should consult with HRS prior to ceasing any previously approved or pursued reasonable accommodation, including those cases where the potential action appears to be consensual between the employee and supervisor.

Written Justification

The University provides written justification, signed by the appropriate dean or vice president, to the individual for any decision not to provide a reasonable accommodation because of undue hardship.

By Employee

A qualified individual with a disability has the right to refuse a reasonable accommodation. (See below for the definition of a qualified individual with a disability.)

However, if the individual refuses the reasonable accommodation and is unable to perform the job functions without the accommodation, he or she is not then considered to be a qualified individual with a disability. In this case, the employee may be separated from employment.

Disability Separation

A disability separation is an action taken to separate an employee from service when the employer determines that the employee is unable to perform the essential functions of his or her position or class with or without reasonable accommodation due to mental, sensory, or physical incapacity. Disability separation is not a disciplinary action. (WAC 357-46-160)

If no applicable position is available (through an alternative vacant position), and after the employee has exhausted his or her family medical leave entitlement, the employee may be separated from the University and accorded reemployment assistance for a period of two years. See 60.56 and 60.57 regarding family medical leave.

Requested by Employer

The University notifies the employee in writing that WSU may initiate a disability separation if:

WSU is not able to provide reasonable accommodation to the employee in his or her current position, or

Placement of the employee in an alternative vacant position is not possible, or

The University receives medical documentation indicating that the employee is unable to work in any capacity, or

The attempted reasonable accommodation was unsuccessful in enabling the employee to perform her or his job duties.

Requested by Employee

An employee who is unable to perform his or her job due to mental, sensory, or physical incapacity may choose not to pursue reasonable accommodation and may request to be separated from employment by notifying his or her employer. (WAC 357-26-025) In this case, WSU is not required to consider a reasonable accommodation and may initiate a disability separation in accordance with WAC 357-46-160, the Administrative Professional Handbook, and the Faculty Manual.

Reemployment Assistance

Employees who are separated due to disability from WSU employment are eligible for reemployment assistance for up to two years following separation. See WAC 357-19-470 for information regarding reemployment services.

Former employees who are able to work at least 50 percent FTE (full-time equivalent) and are interested in seeking reemployment assistance contact Human Resource Services; telephone 509-335-4521; Text/TTY 509-335-0155; or e-mail to:

hrs@wsu.edu

Reemployment rights of an appointee depend on the terms of her or his appointment.

CONFIDENTIALITY

By law, medical information received by the University is confidential (subject to certain limited exceptions). Such information is maintained separate from the personnel records.

Reasonable accommodation medical records for all University employees and affected others (e.g., applicants seeking reasonable accommodation) are retained in HRS, in files separate from personnel or benefits records which are unrelated to reasonable accommodation.

Each department, including HRS, must treat all information regarding the presence or nature of an employee's or applicant's disability as confidential medical records. The department must forward such records to HRS.

See also 90.01, 90.05, and 90.07 regarding confidential records.

Employee Disclosure

Individuals are not required to reveal diagnoses or the details of medical treatments to immediate supervisors or to coworkers. However, some persons voluntarily choose to share this information with others. While someone may voluntarily choose to share some information about his/her condition, supervisors must understand that:

The information should still be considered confidential; and

A person who has shared some information at a particular time may later decide that she or he longer wishes to discuss the condition or treatment. Such a decision must be respected.

Employees may be expected to provide medical information to HRS or other University representatives who have responsibility for assisting with the reasonable accommodation process.

Health Care Provider Information

If an employee gives to his or her supervisor written information or requests from his or her health care provider, the supervisor is to immediately forward the documents(s) to HRS.

DISPUTES AND CONCERNS

The University has developed a review procedure for addressing disputes related to requests for reasonable accommodations and other concerns.

Advisory guidelines regarding workplace concern resolution are available from the Human Resource Services (HRS) website, at:

http://www.hrs.wsu.edu

Collective Bargaining Unit Employees

Employees covered by collective bargaining unit agreements follow the procedures outlined in the applicable agreements regarding disputes. Bargaining unit agreements may be viewed from the HRS website at:

http://www.hrs.wsu.edu

TRAINING

Information concerning reasonable accommodation, the University's policy and procedures, and applicable forms are available through various training sessions, as well as in this section (60.21). See 60.71 regarding training.

DEFINITIONS

Appointees

Appointees are fellows, residents, and graduate student assistants.

Employees

University employees are faculty, administrative professional personnel, civil service and collective bargaining unit staff, temporary employees, and hourly student employees.

Job Functions

Job functions are the fundamental job duties of the position that the individual with the disability holds or has applied for. The term does not include the marginal functions of the position.

Determining Job Functions of a Position

The department is obligated to examine each position to determine the position's purpose and central functions. Appropriate times to examine a position include when:

Position is established,

Position becomes vacant,

Duties are changed,

Request for a reasonable accommodation is made, or

Annual review is conducted.

Criteria

The department considers all of the following criteria in identifying the functions of a job:

Is an employee in the position actually required to perform the function?

Would removing that function fundamentally change the job?

Was the position established to perform the function?

Are there a limited number of other employees available to perform the function, or among whom the function can be distributed?

Is the function highly specialized and is the person in the position hired for special expertise or ability to perform the function?

Equal Employment Opportunity

Equal employment opportunity means an opportunity for a qualified individual with a disability to perform the job functions or enjoy the same benefits and privileges of employment available to a similarly-qualified applicant or employee without a disability.

Health Care Professional or Health Care Provider

Health care professional means a person who has completed a course of study and is licensed to practice in a field of health care which includes the diagnoses and assessment of the particular disability or disabilities in question.

Disability

According to RCW 49.60.040(25), the term "disability" means the presence of a sensory, mental, or physical impairment that:

Is medically cognizable or diagnosable; or

Exists as a record or history; or

Is perceived to exist whether or not it exists in fact.

A disability exists whether or not it:

Is temporary or permanent;

Is common or uncommon;

Is mitigated or unmitigated;

Limits the ability to work generally or work at a particular job; or

Limits any other activity within the scope of RCW 49.60.

Impairment

According to RCW 49.60.040(25), impairment includes, but is not limited to:

Any physiological disorder or condition, cosmetic disfigurement, or anatomical loss affecting one or more of the following body systems: neurological; musculoskeletal; special sense organs; respiratory, including speech organs; cardiovascular; reproductive; digestive; genitor-urinary; hemic and lymphatic; skin; and endocrine; or

Any mental, developmental, traumatic, or psychological disorder, including but not limited to cognitive limitation, organic brain syndrome, emotional or mental illness, and specific learning disabilities.

Impairment for Purposes of Reasonable Accommodation for Employment

For the purposes of qualifying for reasonable accommodation in employment according to RCW 49.60.040(25), an impairment must be known or shown through an interactive process to exist in fact and:

The impairment must have a substantially limiting effect upon the individual's:

Ability to perform her or his job,
Ability to apply or be considered for a job, or
Access to equal benefits, privileges, or terms and conditions of employment; or

The employee must give the employer notice of the existence of an impairment and medical documentation must establish a reasonable likelihood that engaging in job functions without an accommodation would aggravate the impairment to the extent that it would create a substantially limiting effect.

NOTE: A limitation is not substantial if it has only a trivial effect. (RCW 49.60.040(25)(d)(e))

Qualified Individual With a Disability

Qualified individual with a disability means an individual with a disability who meets the skill, experience, education, and other job-related requirements of the position held or desired, and who, with or without reasonable accommodation, is able to perform the functions of the job.

Undue Hardship

Undue hardship means an excessively costly, extensive, substantial, or disruptive modification, or one that would fundamentally alter the nature or operation of the institution or program.

ADDITIONAL INFORMATION

Selection Criteria

University departments are obligated to ensure that qualification standards, employment tests, or other selection criteria do not screen out or tend to screen out individuals with disabilities unless such criteria are job-related and consistent with business necessity.

University departments are obligated to use employment tests in the most effective manner to measure actual abilities. Tests used must accurately reflect the skills, aptitude, or other factors being measured. Tests used are not to reflect the impaired sensory, manual, or speaking skills of an employee or applicant with a disability (unless those are the skills the test is designed to measure and such skills are consistent with business necessity).

Equal Terms, Benefits, Privileges, and Conditions of Employment

The University provides reasonable accommodations to enable an employee with a disability to enjoy terms, benefits, privileges, and conditions of employment equal to those enjoyed by a similarly-situated employee without impairment(s) or disability(ies).

The need for a reasonable accommodation is not to be a factor in the selection of an employee for promotion, training, travel, participation in projects, committees, or any opportunity which may have an impact on the employee's career development.

The University provides reasonable accommodations to enable an employee with a disability to have the opportunity to enjoy all employer-supported social or recreational activities.

Timelines for all activities and opportunities covered under this section must allow adequate opportunity for arranging reasonable accommodations.

Complaints

If an individual believes that she or he has been discriminated against on the basis of a disability and/or denied a reasonable accommodation on the basis of a disability, the individual may contact the Office for Equal Opportunity; telephone 509-335-8288.

An individual may also file a discrimination complaint with the following offices:

U.S. Equal Employment Opportunity Commission; telephone 206-220-6883; Text/TTY 206-220-6882.

U.S. Department of Labor, Office of Federal Contract Compliance Programs; telephone 206-553-7182; Text/TTY 206-553-7745.

U.S. Department of Education, Office for Civil Rights; telephone 206-220-7900; Text/TTY 206-220-7907.

U.S. Department of Health and Human Services, Office for Civil Rights; telephone 206-615-2290; Text/TTY 206-615-2296.

Washington State Human Rights Commission; telephone 800-233-3247; Text/TTY 800-300-7525.

Retaliation

It is against Washington State University policy and state and federal laws to retaliate against an individual who files a complaint of discrimination, participates in an investigation, or opposes illegal discrimination.

APPLICABLE STATUTES, REGULATIONS, AND ORDERS

This policy and procedures are in accordance with the Washington Law Against Discrimination, RCW 49.60, and its definitional and reasonable accommodation provisions. It is in accordance with Washington Administrative Code 357-26.

This policy and procedures complement relevant personnel policies and collective bargaining agreements and should be read in conjunction with those provisions.

The policy is based on the "State Policy Guidelines on Reasonable Accommodation of Persons with Disabilities Related to State Employment" issued November 1, 1994 by the Washington State Office of Financial Management, which exists under the authority of Executive Order 96-04 and with reference to the following provisions, as amended subsequent to the issuance of the guidelines:

Americans With Disabilities Act, Title I of 1990 (P.L. 101-336)

29 CFR Part 1630

28 CFR Part 35

Rehabilitation Act of 1973 (P.L. 93-11)

45 CFR 84

RCW 49.60

WAC 162-22

WAC 357-26

ASSISTANCE

Questions regarding the application of these procedures may be directed to Human Resource Services; telephone 509-335-4521; Text TTY 509-335-0155: or email to:

hrs@wsu.edu

For further information and resources regarding University accessibility for individuals with disabilities, go to the University's Accessibility website at:

http://access.wsu.edu/

To request this information in an alternate format, contact the Access Center; telephone 509-335-1566.

See the PDF forms:
60.21.18: Accommodation Request for Disability or Serious Medical Condition
60.21.19: Medical Release Statement
60.21.20-24: Health Care Provider Statement
Complete and/or print as needed.

60.23_Project_Employment–Civil_Service.htm

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OVERVIEW

The University may appoint classified (civil service and bargaining unit-covered) employees to project positions. Project positions are for the purpose of a defined project. The employer expects the project work to be of a time-limited nature with an expected end date.

This section (60.23) covers only procedures regarding appointment of civil service employees to project positions.

To appoint a collective bargaining unit employee to a project position, refer to the applicable collective bargaining unit agreement.

Restrictions

Project appointments must be a minimum of six months and one day in duration and at least .50 FTE. (See 58.01 for definition of FTE.)

Civil Service Rules

Project civil service positions follow the civil service rules including classification, salary, PID, and leave accruals. See WAC 357.

Project positions covered by collective bargaining agreements follow the applicable agreements regarding employment rules.

Administration

WSU Pullman Human Resource Services (HRS) is responsible for overseeing and approving project employment status for positions at WSU locations systemwide.

STARTING A PROJECT POSITION

Position Creation

Complete a Position Action/PRR to establish a project position. See 58.02.

A department may create a project position when funding and/or the defined project allows for an appointment of no less than .50 FTE lasting a minimum of six months and one day.

Renewal

If funding and/or the defined project allow, the department may renew the employee to a project position after the end of the initial appointment.

Reduction in Force

Contact HRS at least 30 days before reducing an occupied position to a project position. Layoff procedures may apply to the reduction. See 60.37.

RECRUITMENT

Departments use the standard recruitment process to fill project positions. See 60.18. The recruitment requisition must indicate the project status of the position, including the expected ending date.

Exception to Open Recruitment

Appointing authorities may request direct appointment without recruitment for project civil service positions. See 60.18 regarding exceptions to open recruitment.

Required Statement

Include the following statement in the recruitment requisition, the Position Description, and the offer letter:

"This is a project position and is expected to end on (enter mm/dd/yyyy). Renewal is dependent on the need for extension to complete the project and/or if additional funding is secured to extend the appointment."

NOTIFICATION

At the time of initial appointment and subsequent renewal of appointment, if applicable, the University notifies the employee in writing of the status of the project appointment and the expected ending date of the project appointment in accordance with WAC 357-19-315.

Utilize the template offer letters available from the Managers area of the HRS website at:

http://hrs.wsu.edu/

REVIEW PERIODS

Probationary

An employee accepting a project position who does not have permanent status must serve a six month probationary period. The employee gains permanent status within the specific project upon completion of the probationary period in accordance with WAC 357-19-320.

Trial Service

An employee with permanent status within a specific project must serve a trial service period in accordance with WAC 357-19-325 if the employee:

Promotes to another position within the same project; or

Voluntarily transfers to another position within the same project; or

Voluntarily demotes to another position within the same project.

See 60.31.

PROCESS

Department Actions

To request the creation of a new project position or the review of a vacant project position, the requesting department submits the following documentation as indicated.

Position Action/PRR

The requesting department submits a signed Position Action/PRR form to Position Control; French 448, mail code 1041. See 58.02 for form completion instructions.

Review Requested Activity

Position Control forwards a copy of the approved Position Action/PRR to HRS.

Position Control does not return copies to the department after processing the Position Action/PRR. Departmental personnel may review requested actions by accessing the AIS applications DEPPS or HEPPS, or in the Online Position Description and Recruitment System (OPDRS). See 60.02.

Submit to HRS Online

After Position Control assigns the position number, the department submits the following to HRS for review and approval through the OPDRS.

Position description,

Proposed salary,

Performance expectations, and

Organization chart showing the civil service position's relationship to other positions in the department to HRS.

See 60.02 for instructions.

To access the Online Position Description and Recruitment System (OPDRS), go to:

http://www.wsujobs.com/hr/

To view advisory samples for creating position descriptions and performance expectations for a civil service position, go to the Employees--Classification and Compensation area of the HRS website at:

http://hrs.wsu.edu/

HRS must complete the position review before an online requisition is added as a job posting on the WSU Jobs (wsujobs) website.

Create a Recruitment Request

Recruitment requests for all classified positions are processed through the OPDRS. See 60.18 for recruitment request procedures.

HRS Actions

Position Review

Once HRS receives the updated position description, proposed salary, performance expectations, and organization chart, HRS reviews the information to determine the appropriate job classification.

CONCLUSION OF PROJECT

The conclusion of a project appointment may result in a layoff of a permanent employee. An employee laid off from a project position will have layoff rights only within the specific project. See 60.37.

When a permanent employee leaves a permanent position without a break in service to accept a project appointment, the permanent employee is placed on the internal layoff list and has additional rights, in accordance with WAC 357-19-340. See 60.37.

60.16_Background_Checks.htm

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OVERVIEW

Employing departments obtain preemployment background checks regarding prospective employees in order to protect the interests of WSU students, employees, and the University. Employing officials (hiring managers) coordinate with Human Resource Services to use preemployment background checks to assist in the hiring decision process. The employing official may request verification of employment history, educational credentials, criminal history, and other information related to employment.

POLICY

Employing departments may request background checks when considering individuals for University employment, both paid and volunteer.

Preemployment background checks may include, but are not limited to, the following:

Educational credentials verification

Employment history verification

Criminal history record

NOTE: A conviction/criminal history record does not necessarily disqualify an individual from employment. The fact of arrest alone does not disqualify an individual from employment. An employing official should consult with Human Resource Service (HRS) prior to making an employment decision based upon a background check.

Credit history examination (for applicable positions only)

Professional licenses and certifications verification (for applicable positions only)

Motor vehicle record (for applicable positions only)

Some University units may have security needs in accordance with controls placed upon materials or information. Such units may require additional preemployment background checks beyond those described above or may implement additional screening tools, in conformance with University policies, or state or federal statutory requirements, policies, procedures, directives, or laws.

APPLICABILTY

Supervision of Children or Vulnerable Adults

Background checks are required for positions with duties involving supervision, care, or treatment of children, vulnerable adults, or individuals with mental illness or developmental disabilities. (RCW 43.43.832)

Disclosure of Convictions

Washington State Child and Adult Abuse Information Law requires that employers ask applicants to disclose specific information about any convictions for crimes against persons, crimes relating to financial exploitation, and findings in related actions and proceedings, including certain civil proceedings. Conviction information must be disclosed before an applicant can be considered for employment in any position which may involve unsupervised access to children, developmentally disabled persons, or vulnerable adults as defined by the law. (RCW 43.43.830-.842)

Finances or Property

Background checks are strongly recommended for positions with duties involving confidential personnel or proprietary business information, accountability for or receipt of University funds, access to master keys, sensitive inventory items, or other items of value. (RCW 43.43.815)

Any Position

Employing officials may request preemployment background checks for any position vacancy prior to beginning the recruitment process or prior to extending an offer of employment.

Current Employees

Employing officials may request background checks on current employees when duties and responsibilities have significantly changed, or when required by law, contract, or agreement. Contact HRS for information.

PROCEDURES

Human Resource Service (HRS) offers a background check service. Contact HRS for details. See additional information below.

Language on Postings

Positions that are or may be subject to a background check should contain the following language on all job postings, notices of vacancy, and other vacancy announcements:

Finalist(s) for this position may be subject to a preemployment background check as a condition of employment.

Positions that require a background check (e.g., child care) should contain the following language on all job postings, notices of vacancy, and other vacancy announcements:

Finalist(s) for this position will be subject to a preemployment background check as a condition of employment.

Recruitment Processes

Appropriate recruitment processes for the employee type must be followed. Human Resource Services oversees the recruitment processes for all employee groups.

Refer to the following BPPM sections for employee recruitment and procedures:

Preemployment Inquiry Guidelines 60.08

Recruitment and Selection of Faculty Personnel 60.11

Recruitment and Selection of Administrative Professional Personnel 60.17

Recruitment and Selection of Classified Positions 60.18

Temporary Employment Program 60.26

Temporary Employment Processing 60.27

Costs

The hiring department is responsible for all costs incurred by the background check process.

HRS Responsibilities

When the hiring department uses the HRS background check process, HRS is responsible for the following:

Advising the employing official regarding the applicability of background check components and the background check process.

Obtaining, reporting, and maintaining background check information.

Receiving written consent from the applicant prior to conducting the background check. (NOTE: For certain positions by law and for any position for which a background check is a condition of employment, failure to consent to a background check results in removal of the applicant from consideration for the position.)

Notifying applicants of their right to obtain a copy of the background check and to challenge the accuracy contained therein.

Determining, in consultation with the employing official, whether the results of the background check disqualify the applicant from consideration.

Offer of Employment

An offer of employment should not be extended until the background check process is completed. Employing officials must contact HRS prior to extending any offer that may be contingent upon satisfactory results of a background check.

Use of Information

Background check information is to be used for the purpose of evaluating applicants for employment only and is not to be used in a manner contrary to law or University policy.

REVIEW OF DECISION

An applicant may request a review of the background check decision by contacting HRS.

ADDITIONAL RESOURCES

Along with the BPPM sections listed above, refer to the HRS website for additional guidelines regarding the recruitment processes for faculty, administrative professional, classified, and temporary/hourly positions:

http://www.hrs.wsu.edu

60.18_Recruitment_and_Selection_of_Classified_Positions.htm

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OVERVIEW

Washington State University is committed to the recruitment, development, and retention of its employees. The University follows state regulations regarding the recruitment and selection of candidates for classified positions. See Washington Administrative Code (WAC) Chapter 357-16.

Prior to requesting recruitment for a position, the department considers and approves the budget, position allocation, position function (including a current position description and performance expectations), staffing level implications, and salary. See 30.07 and 60.02.

Classified Positions

For the purposes of this procedure, civil service positions and positions covered by bargaining unit agreements are referred to collectively as classified positions.

Collective Bargaining Unit Positions

When recruiting for a position covered under a collective bargaining agreement, refer to the appropriate agreement regarding promotional procedures. See the Employees--Labor Relations area of the HRS website at:

http://hrs.wsu.edu/

Employing Official (Hiring Manager)

The employing official is the administrative or supervisory employee designated by the appointing authority to exercise responsibility for requesting certification, interviewing eligible candidates and recommending appointment of individuals to classified positions. (WAC 357-01-150) See 60.10.

Use of Online Position Description and Recruitment System (OPDRS)

For purposes of utilizing the Online Position Description and Recruitment System (OPDRS), the University uses the term hiring manager to refer to the employing official, clerical manager, or other designated staff. See below.

Administration

WSU Pullman Human Resource Services (HRS) is responsible for overseeing all recruitment activities for classified positions at all WSU locations systemwide.

Promotional Candidates

A promotional candidate is an applicant who, at the time of application, is a current WSU employee and meets the competencies and requirements of the position for which the individual is applying.

A current WSU employee is defined as any of the following:

Faculty (temporary or permanent)

Administrative professional (temporary or permanent)

Civil service employee (permanent or probationary)

Collective bargaining unit employee (permanent or probationary)

Student and nonstudent (hourly and work study)

The hourly or work study student employee must be in paid status at the time of application.

RETIREES

It is a violation of state law to have a preretirement written or oral agreement to reemploy a Department of Retirement Systems (DRS) retiree into a classified position. Note: Mere expression or inquiry about postretirement employment by an employer or employee that does not constitute a commitment to reemploy the employee after retirement is not considered an agreement.

A DRS retiree must be hired in accordance with the procedures in this section (60.18). The employer must document a justifiable need to hire a retiree into the classified position, and the appointing authority must approve the hire.

State law limits the number of hours a DRS retirement plan retiree can work in a classified position which is eligible for a DRS retirement plan. DRS retirement plans include PERS (Public Employees Retirement System), LEOFF (Law Enforcement Officers and Firefighters), and TRS (Teachers Retirement System) plans. For more information, contact HRS; telephone 335-4521; or select the Working After Retirement link on the DRS Retirees website at:

http://www.drs.wa.gov/retiree/default.htm

OPEN COMPETITIVE RECRUITMENT

WSU is an equal opportunity employer committed to eliminating barriers to employment and improving opportunities available to individuals in protected classes, particularly where there is underutilization. The University makes good faith efforts consistent with state and federal laws to meet this goal.

One method used to achieve this goal is open competitive recruitment. However, exceptional circumstances may justify foregoing the open competitive recruitment process. (See below regarding exceptions.)

RECRUITMENT PROCESS

Prior to Recruitment

Position Description and Performance Expectations

Position descriptions and performance expectations are required for all classified positions.

Prior to recruiting a classified position, the department must submit through the OPDRS an accurate, updated position description and written performance expectations to HRS for review and approval. HRS performs a position review of the description and expectations to ensure that the position is appropriately allocated.

See 60.02 for classification procedures and applicable documentation.

HRS must complete the position review as outlined in 60.02 before an online job posting is added to the WSU Jobs website.

Coordinate with HRS

Prior to submitting an online job posting, the hiring manager coordinates the recruitment process with HRS. If the department needs to fill a difficult position or intends to conduct a national search, the hiring manager and HRS consider the competencies and requirements of the particular position in order to ensure the most effective, efficient, and useful method of recruitment for the position. Screening methods may be determined based on the HRS analysis of the position.

Create a Job Posting

Recruitment requests for all classified positions are processed through the OPDRS. To begin, go to:

http://www.wsujobs.com/hr/

Each department user must establish a user account and password to use the OPDRS.

The hiring manager completes and submits the online job posting for recruitment for a classified position.

The hiring manager must complete all required fields, as noted in the OPDRS, prior to final approval of the job posting.

Upon HRS review and approval of the job posting, HRS posts the position on the WSU Jobs website. All position openings must be posted for a minimum of five business days. A department may request that a job posting remain on the WSU Jobs website for more than five business days, if desired.

Applicant Pools

For certain classifications HRS establishes reoccurring recruitments to maintain active pools of applicants. To receive applicants from a pool, the hiring department must follow the job posting process described above. HRS releases qualified applicants from a pool in accordance with the procedures outlined in "Referral of Applicants to Hiring Manager" below.

Referral of Applicants to Hiring Manager

When the posting has closed, HRS releases the resulting eligible candidates to the hiring manager for consideration based upon the recruitment strategy determined at the time of the posting. If the number of applicants exceeds the needs of the hiring department, HRS screens candidates for minimum and preferred qualifications and refers the applicable candidates to the hiring department.

HRS must refer eligible veterans or their surviving spouses to the hiring manager for consideration, in accordance with WAC 357-16-110.

Disqualification

HRS may disqualify an individual from consideration for employment at any time for good and sufficient reasons. HRS removes the individual's name from an applicant and/or candidate pool for a class or all classes in an occupational category/class series. (WAC 357-16-155)

HRS notifies the applicant or candidate in writing if she or he is removed from an applicant or candidate pool. (WAC 357-16-160) The written notice specifies the reason for the removal and the right to request a review of the removal under the provisions of WAC 357-16-170, WAC 357-16-175, and WAC 357-16-180.

An applicant or candidate may request a review of the removal from the applicant or candidate pool by HRS. Such a request must be made in writing and submitted to HRS within twenty calendar days following the notice of the action for which the review is requested.

The review is conducted by an appropriate HRS representative not involved in the action under review. The HRS representative provides the review decision in writing to the applicant or candidate. Review decisions are final and not subject to further review or appeal.

Affirmative Action

To increase the representation of persons with disabilities, Vietnam-era veterans, disabled veterans, and persons age 40 and over, HRS may screen these individuals for placement in eligible applicant pools. (WAC 357-16-030, WAC 357-16-135) This affirmative action tool is used only when a goal exists for the specific affected group, in accordance with WAC 357-25-055.

Promotional Candidates

HRS may refer promotional candidates to the hiring department prior to open-competitive (non-WSU employee) candidates or along with open-competitive candidates, as determined by the recruitment strategy.

Eligible Laid-Off Candidates

HRS refers eligible laid-off and promotional candidates to the hiring manager for consideration before other applicants. If there are fewer then ten eligible candidates from the layoff and promotional lists, HRS may certify other eligible candidates.

If more than ten eligible candidates from the layoff and promotional lists are identified and the hiring manager determines that there are no qualified candidates from these pools, the hiring manager must notify HRS in writing to request the remaining candidates from the applicant pool. The notification must include good and sufficient reason why the promotional, laid-off, and/or other candidates were disqualified, in accordance with WAC 357-16-155.

HRS releases the remaining candidates from the applicant pool if the disqualifications are for good and sufficient reasons and the department requests the rest of the applicants.

INTERVIEW

Once HRS releases a candidate pool to the hiring department, the hiring manager reviews and considers the applicants for the position. The hiring manager is responsible for ensuring that the hiring process is fair and objective.

HRS recommends that the hiring manager and department coordinate interviews for those candidates considered most qualified for the position. Hiring managers should review the preemployment inquiry guidelines in 60.08 when developing questions for candidate interviews.

The department is to maintain all recruitment documents (e.g., interview questions, notes) in accordance with approved records retention schedules. See 90.01.

Update Candidate Status Online

The hiring manager is responsible for updating the current status of each applicant in the OPDRS, noting who is or is not being considered for the position.

REFERENCE CHECKS

The hiring manager is responsible for investigating or verifying the following information provided by the candidate:

Application,

Work history,

Education,

Qualifications,

Experience, and

References.

The hiring manager may examine personnel files of applicants who work or have worked at WSU and are under consideration for the departmental vacancy. See 90.07. Contact HRS to arrange to view the personnel file of any such candidates.

SELECTION

The hiring manager determines the candidate who best meets the requested competencies to fill the vacancy. The hiring manager uses the OPDRS to indicate the candidate under consideration for hire. The hiring manager is responsible for ensuring that the status of all candidates in the OPDRS is updated accurately.

HRS is automatically alerted by e-mail when the hiring manager is ready to extend an offer. HRS reviews the request to offer and notifies the hiring manager when the job offer may be extended to the candidate.

Offer Above Step A

The hiring manager must submit a written justification to his or her department's appointing authority and the Director of HRS, the University's designated personnel officer, to request approval to offer a salary that is above Step A. The hiring manager must receive approval from both the appointing authority and HRS prior to making the offer at a higher salary to the candidate.

The University's designated personnel officer is usually the administrator who oversees HRS. (See RCW 41.06.510.) The University's designated personnel officer reviews the request and notifies the appointing authority of approval or denial of the request.

Update Candidate Status Online

When the selected candidate accepts the offer, the hiring manager updates the OPDRS accordingly so that each candidate is able to check the status of her or his application. Each candidate is allowed to view the status of her or his application only.

EXCEPTIONS TO OPEN RECRUITMENT

Exceptional Circumstances

An appointing authority may submit a request to the Director of HRS for a direct appointment without recruitment for a civil service position in a scientific, research, or laboratory classification, or a project civil service position (see 60.23) when:

A partner or spouse accommodation may assist the recruitment of a qualified job candidate or the retention of a permanent employee. See 60.15.

A position requires expertise in a specialty area and the department has a unique opportunity to hire an individual with the specialty experience.

A department reorganizes or has an operational need to ensure that necessary work is uninterrupted. In such cases, the department may reclassify or promote a permanent employee in her or his current position and/or reassign the employee to a new position with different duties and responsibilities. The employee must meet the position requirements.

A department has an organizational need to fill a vacant position. In such cases the department may place a permanent employee in a temporary/interim appointment with a fixed end date. The employee must meet the position requirements.

The appointing authority may later submit a request to HRS to permanently appoint the employee to the position without a search. The request must be accompanied by a written explanation of why an open competitive search is not feasible or appropriate for the appointment.

Submitting Request for Direct Appointment

To request direct appointment of a candidate to a civil service position, the appointing authority submits the following to HRS for approval through the OPDRS:

Position description (see 60.02)

Proposed salary (see 60.02)

Performance expectations (see 60.02)

Organization chart showing the position's relationship to other positions in the department (see 60.02)

Employee/applicant resume

Justification to appoint without a formal search

NOTE: Departmental personnel must indicate "Direct Appointment" in the Posting Details area of the OPDRS.

See above regarding selection request review and approval.

NOTIFICATION TO APPLICANTS

HRS recommends that the hiring manager send a letter to each finalist who was invited to interview for the position, or to each applicant if desired, regarding application status. Sample letters are available from the HRS website. (See below.)

The hiring manager must send a letter signed by the appointing authority or designee confirming the appointment to the candidate who has been extended an offer of employment. Sample hire letters are available on the Managers area of the HRS website at:

http://hrs.wsu.edu/

APPOINTMENT

Submit a personnel action request through the online Personnel/ Position/Payroll Electronic Routing Management System (PERMS). See 60.25.

For classified employees, the effective date is the day the employee begins work.

Transfer annual leave and sick leave for an employee changing positions within WSU, or from a state agency or other state institution of higher education in the state of Washington. See 60.60.

Obtain the Time Report or Leave Report file from the employee's former employing department if the candidate selected is a current WSU employee. If the selected candidate is a former employee reappointed within three years of separation, obtain the file from HRS. See 60.60.

Foreign Worker Disclosure Statement

The University must provide a disclosure statement to each worker who is a non-U.S. citizen and who comes to the state of Washington based upon an offer of employment. (RCW 19.320) See 60.05 for instructions.

New Employee Orientation

New employees are to enroll in new employee and benefits orientation classes. Enrollment information is available from the Employees--Training and Development--New Employee area of the HRS website at:

http://hrs.wsu.edu/

See also 60.71 and 60.72.

60.15_Partner_and_Spouse_Accommodation.htm

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POLICY

In order to recruit or retain an employee, it is sometimes feasible for the University to find satisfactory employment for a partner or spouse.

Partner and spouse accommodation and assistance is a nonmandated program available throughout the multicampus University system to assist units in recruiting and retaining employees. No unit is required to participate in this program. Prospective employees are not to view partner and spouse accommodation and assistance as an entitlement.

NOTE: It is illegal to ask a job candidate if he or she needs partner or spouse accommodation. However, the appointing authority or employing official may provide the information included in this section (60.15) and the candidate may then request consideration for such support. See 60.10 for definitions of appointing authority and employing official.

Applicability

This policy applies to qualified individuals in accordance with EP15.

Partner Defined

Partner in this policy is defined as domestic partner. The term domestic partner means "a person who is neither married nor related by blood to the employee, is the employee's sole domestic partner, lives together with the employee in the same residence and intends to do so indefinitely, and is responsible with the employee for the other's welfare." This definition does not require registration of the domestic partnership as set forth in RCW 26.60.

A domestic partner relationship may be demonstrated by any three of the following types of documentation: a) joint mortgage or lease; b) designation of the domestic partner as beneficiary for life insurance; c) designation of the domestic partner as primary beneficiary in the employee's will; d) domestic partnership legal agreement; e) powers of attorney for property and/or health care; f) joint ownership of a motor vehicle, checking account, or credit account; and/or registration of the domestic partnership as provided in RCW 26.60.

EXISTING VACANCIES

Initially, the University may attempt to find accommodation in existing vacancies. When a prospective employee expresses interest in University assistance in partner or spouse accommodation, the department provides information about existing vacancies.

TEMPORARY EMPLOYMENT

If there are no appropriate existing vacancies, the Office of the Provost may assist with temporary employment. Temporary employment is supported by limited funds set aside for the purpose.

Hiring units must advise candidates of the time limits for temporary employment support. Support beyond the initial temporary employment period is available only if:

The position becomes permanent and funding is available outside of the Office of the Provost,

The hiring unit has planned for future permanent funding, or

The individual secures alternate permanent employment.

Criteria

The Office of the Provost is unable to fund all requests for temporary accommodation assistance; therefore, employment criteria have been established as follows:

A faculty position in response to a tenure-track or tenured faculty hire or administrative hire,

A nonfaculty position in response to a tenure-track or tenured faculty hire or administrative hire,

Any position in response to a research or instructional faculty hire which may or may not be a permanent position,

Any position in response to an employee hired in a faculty, administrative professional, civil service, or collective bargaining unit position, or

Any position in response to a retention issue for a current employee.

NOTE: The above criteria are not always followed in the order shown.

Requirements

There must be an appropriate fit between the qualifications of the candidate and the proposed position.

The University must benefit if the accommodation is provided.

Funding

After approval of the proposal, the Office of the Provost commits funding for temporary accommodation as follows:

Two years for .50 FTE (matched by funds from the hiring or receiving unit), or

Three years for .33 FTE (.67 FTE matched by funds from the hiring or receiving unit).

In any case, the Office of the Provost and the hiring or receiving department share the funding of the temporary accommodation position.

If the position is less than full-time, the funding support is prorated based on the formula described above. Either the hiring unit or the receiving unit may provide the funds to make the position full-time. A unit interested in pursuing a partner or spouse accommodation may provide funds to enable the temporary hire to take place in a different unit.

In general, units are to view partner or spouse accommodation as a University priority. A unit with available funds and a need for temporary assistance should be willing to participate in a temporary accommodation.

Unused Funds

Any unused temporary accommodation funds revert to the Office of the Provost.

Approval

Approval by the Provost is contingent upon the availability of funds and the evaluation of the temporary accommodation proposal.

WRITTEN PROPOSAL

Units requesting temporary partner or spouse accommodation submit a written proposal through the responsible dean (or equivalent administrator) to the Vice Provost for Faculty Affairs.

Units are to provide the following:

An explanation of the situation,

An explanation of how the University will benefit from the accommodation,

The vita of the partner/spouse,

A list of possible positions for consideration,

The proposed time period of the temporary accommodation,

The proposed salary,

An explanation indicating why permanent funds are not available if there is a need for the position in an area,

A statement indicating that the requesting unit will provide the required matching funds or an indication of the source of such matching funds, and

Information about potential future funding. NOTE: The goal is to move employees from temporary funds to permanent funds whenever feasible and appropriate.

Office for Equal Opportunity Review

The Vice Provost for Faculty Affairs submits copies of all accommodation requests to the Office for Equal Opportunity for review to ensure that requests conform to EEO policies and regulations.

Resources

Office for Equal Opportunity

The Office for Equal Opportunity maintains an updated list of regional colleges, universities, businesses, school districts, and other community agencies that may provide employment opportunities. Office for Equal Opportunity resources are available at the Office for Equal Opportunity website at:

http://www.oeo.wsu.edu/

Human Resource Services (HRS)

Resources regarding partner accommodation are available on the HRS website at:

http://www.hrs.wsu.edu/

70.15_University_Purchases_from_State_Employees.htm

Posted in:PURCHASING

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OVERVIEW

A conflict of interest may occur whenever a University employee has a beneficial interest in a transaction with a state of Washington agency. (WAC 292-110-060)

Unless provided for by the Ethics in Public Service Law (RCW 42.52) and by the Executive Ethics Board (EEB) regulations (WAC 292-110-060) a University employee may not have a beneficial interest, directly or indirectly, in a contract, sale, lease, purchase, or grant that may be made by, through, or is under the supervision of the employee. Likewise, such an employee may not accept, directly or indirectly, any compensation, gratuity, or reward from any other person beneficially interested in the contract, sale, lease, purchase, or grant. (RCW 42.52.030)

Departmental Responsibility

Departmental representatives who authorize purchasing transactions are to verify and ensure that transactions are in conformance with provisions of RCW 42.52 and WAC 292-110-060.

Questions

The Internal Auditor answers questions relating to transactions which may involve conflicts of interest; telephone 335-2001.

ALLOWABLE TRANSACTIONS (WAC 292-110-060) (RCW 42.52.120)

A University employee may not receive anything of economic value under a purchasing agreement with a state of Washington agency unless each of the following conditions are met:

The purchasing agreement is legitimate and actually performed.

The agreement is not within the employee's official duties, not under his or her supervision, not created or authorized by the employee in an official capacity, and is not within an area of his or her responsibility.

The agreement is not prohibited by RCW 42.52.040 regarding assisting with transactions.

The agreement is not performed for nor compensated by a person from whom the employee would not be able to accept a gift. (See RCW 42.52.150 for gift limitations.)

The agreement does not require disclosure of confidential or nonpublic information.

The purchasing agreement is awarded through Purchasing Services in an open and competitive bidding process and more than one bid is received.

If No Competition

If only the employee's bid is received or if the bid process was not open and competitive, the transaction cannot go forward unless the following University approvals are obtained and the EEB rules that the transaction does not constitute an ethics violation.

The employee must obtain the approval of the dean (or equivalent administrator) who supervises the employee. After the dean's approval, the request must be approved by the Associate Vice President for Administration and Human Resources in the Office of Business and Finance; mail code 1045; telephone 335-5524.

After University approval, the employee forwards the University approval statement to the EEB with a request for an advisory opinion. The employee's proposal may be implemented if the Board rules that the transaction does not constitute an ethics violation.

An employee must seek approval from the Board no later than thirty days prior to commencement of the agreement. (WAC 292-110-060)

For information regarding the procedure for requesting an opinion from the EEB, access the following website:

http://ethics.wa.gov/services.html

Scroll down to the section "State Employees Seeking to Contract with Their Own or Another State Agency."

Personal Use of Resources

An employee's opinion request (as described above) is considered a request for a personal advisory opinion. Individuals may not use University resources to request personal opinions from the Board.

FILING REQUIREMENT

Each employee who is awarded a purchasing agreement in accordance with this section is responsible for filing the agreement with the EEB within thirty days of the date of execution. (RCW 42.52.120(3))

EP15_Discrimination_and_Sexual_Harassment.htm

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Policy Prohibiting Discrimination and Sexual Harassment

PDF link

POLICY

Purpose

The strategic plan of Washington State University calls for an "environment of trust and respect in all that we do." Discrimination and sexual harassment destroy mutual respect and a trusting environment. This policy expresses the commitment of WSU to maintaining an environment free from discrimination, including sexual harassment. This policy applies to all students, faculty, staff, or others having an association with the University.

WSU is committed to the principles of free inquiry and free expression. Vigorous discussion and debate are fundamental to the University, and this policy is not intended to stifle teaching methods or freedom of expression. Discrimination and sexual harassment are neither legally protected expressions of speech nor the proper exercise of academic freedom. Sexual harassment and other forms of discrimination compromise the integrity of the University, its tradition of intellectual freedom, and the trust and respect expected in the University community.

Discrimination Prohibited

This policy prohibits discrimination on the basis of race, sex, sexual orientation, gender identity/expression, religion, age, color, creed, national or ethnic origin, physical, mental or sensory disability, marital status, genetic information, and/or status as a veteran. Discriminatory harassment is one form of discrimination. Under this policy, discriminatory harassment is identified as conduct toward a particular individual, individuals, or groups on the basis of a protected status that is sufficiently severe or pervasive that it has the purpose or effect of:

Creating an intimidating, hostile, or offensive work or educational environment for individuals or groups; or

Unreasonably interfering with the work, academic performance, living environment, personal security, or participation in any University-sponsored activity of individuals or groups.

Sexual harassment is a form of discrimination. Sexual harassment encompasses unwelcome sexual advances, unwelcome requests for sexual favors or requests for sexual favors in exchange for some benefit, and/or unwelcome verbal or physical conduct of a sexual nature by a male or a female. Sexual harassment occurs when:

Submission to such conduct is made either explicitly or implicitly a term or condition of any individual's employment or education; or

Submission to or rejection of such behavior by an individual is used as the basis for employment or educational decisions affecting the individual; or

A behavior is sufficiently severe and pervasive to interfere with any individual's work or educational performance, or create an intimidating, hostile, or offensive work or educational environment.

Examples of behaviors that may rise to the level of sexual harassment and, therefore, are prohibited by this policy include but are not limited to the following:

Physical assault;

Direct or implied threats that submission to sexual advances will be a condition of employment, work status, promotion, grades, or letters of recommendation;

A pattern of behaviors that is unwelcome and severe or pervasive, resulting in unreasonable interference with the work or educational environment or creation of a hostile, intimidating or offensive work or educational environment, and may include but is not limited to the following:

Comments of a sexual nature;

Sexually explicit statements, questions, jokes, or anecdotes;

Unnecessary or undesirable touching, patting, hugging, kissing, or brushing against an individual's body;

Remarks of a sexual nature about an individual's clothing, body, or speculations about previous sexual experiences;

Persistent, unwanted attempts to change a professional relationship to an amorous relationship;

Subtle propositions for sexual activity or direct propositions of a sexual nature; and/or

Uninvited letters, e-mails, telephone calls, or other correspondence referring to or depicting sexual activities.

Reporting and Immediate Action

Anyone who believes she or he is a victim of discrimination or sexual harassment should take one or more of the following actions, as appropriate:

Meet informally with the Ombudsman or a counselor from the WSU Counseling Center to discuss the incident and seek information, guidance, and/or advice on the discrimination and sexual harassment policies of the University and protocols for reporting the incident; and/or

Report the incident to his/her supervisor, who must report the incident to the Office for Equal Opportunity for consultation and statistical purposes; and/or

Report the incident to the Office for Equal Opportunity for investigation.

A supervisor (e.g., administrator, dean, chair, director, ombudsman, faculty member, graduate teaching or research assistant, or undergraduate student employee with supervisory responsibility) receiving information in his or her capacity as a supervisor describing incidents of discrimination or sexual harassment defined in this policy shall:

Report the incident to the police if suspicion exists that a crime was committed; and

Report alleged incidents of discrimination or sexual harassment to the Office for Equal Opportunity for consultation and statistical purposes.

In addition, supervisors receiving information about incidents of discrimination or sexual harassment should either:

Take action to immediately end the behavior; and/or

Encourage the reporting individual to consult with the Office for Equal Opportunity and report the incident of discrimination or sexual harassment for possible investigation; and/or

Report the incident to an immediate supervisor; and/or

Consult with the Office for Equal Opportunity to report the incident and determine the need for investigation.

Note: Reporting of the incident to the Office for Equal Opportunity does not preclude the supervisor from taking formal or informal action to end the behavior. The supervisor must inform the alleged victim or reporting individual of his or her obligation to report the occurrence of alleged incidents of discrimination and sexual harassment to the Office for Equal Opportunity. In most cases, the supervisor may be required to take action to stop any inappropriate behavior regardless of the reporting to the Office for Equal Opportunity. Please consult the Office of the Attorney General, WSU Division, for advice in this regard.

The Office for Equal Opportunity will conduct prompt and effective investigations of incidents of alleged discrimination and sexual harassment; informing supervisors of the progress in the conduct of investigations; and report the results of the investigations to the supervisors, complainants and complaint respondents. Investigation reports and records will be released only pursuant to lawful public records requests. Complainants may withdraw from participation in the investigation of alleged discrimination or harassment, yet the Office for Equal Opportunity may continue an investigation if the University is legally obligated to complete the investigation.

Office for Equal Opportunity
French Administration, Room 225
Pullman, WA 99164-1022
509-335-8288
http://www.oeo.wsu.edu/

University Ombudsman
Wilson Hall, Room 2
Pullman, WA 99164-4002
509-335-1195
http://www.wsu.edu/~ombuds/

Enforcement

The University vigorously enforces this policy. Persons determined to have violated this policy shall be subject to sanctions imposed using the due process protections of applicable University policies and handbooks (e.g., the WSU Faculty Manual, the Administrative Professional Handbook, civil service employees WAC 357-40, applicable collective bargaining agreements, and, for students, the WSU Standards of Conduct for Students, WAC 504-26). The chosen sanction will be proportionate to the severity of the offense considering the totality of the circumstances of the incident (the nature, frequency, intensity, location, context, and duration of the alleged behavior). The chosen sanction will be adequately and appropriately severe to reasonably assure prevention of future offenses. The sanctions that are imposed or other actions taken, will be reported to the complainant and Office for Equal Opportunity by the administrator imposing the sanctions.

Faculty

The type of corrective or disciplinary action imposed on faculty identified in violation of this discrimination and harassment policy will be determined by supervisors in consultation with the Vice Provost for Faculty Affairs. Corrective actions or disciplinary sanctions may include: mandatory training or counseling regarding discrimination including harassment; transfer or reassignment; verbal or written warning; censure; demotion; reduction in salary; withholding of salary increases; denial of professional or retraining leave; withholding of promotion; termination; or summary suspension and dismissal. Established incidents of discrimination and harassment must be explicitly incorporated into faculty annual review, third year review, progress toward tenure review, and tenure and promotion consideration as violating University policy, the Faculty Code of Ethics, and/or as interfering with the teaching, scholarship, or service function of the involved individual or unit.

Staff

The type of corrective or disciplinary action imposed on staff identified in violation of this policy will be determined by supervisors and/or appointing authorities, dependent upon employment class, in consultation with Human Resource Services personnel. Corrective actions or disciplinary sanctions may include: mandatory training or counseling regarding discrimination including harassment; transfer or reassignment; verbal or written warning; reprimand; demotion; reduction in pay; withholding of pay increases; withholding of promotion; suspension; and/or termination of employment. Immediate supervisors will explicitly incorporate established incidents of severe or pervasive discrimination or sexual harassment as defined by this policy into annual performance evaluations.

Students

The type of corrective or disciplinary action imposed on students will be determined by a student conduct officer or the conduct board using the procedures of the Standards of Conduct for Students. Disciplinary action imposed on students may include sanctions set forth in the conduct code, up to and including expulsion.

Retaliation Prohibited

No one shall suffer penalty or retaliation for making or supporting a charge of discrimination or sexual harassment under this policy. Retaliation against any person for bringing forward or participating in the investigation of a complaint under this policy, including creating a hostile work environment, forms independent grounds for taking appropriate disciplinary action. Retaliatory acts shall be reported to the Office for Equal Opportunity.

Retaliation has occurred when a student or an employee suffers a negative action after they make a report of discrimination or sexual harassment, assist someone else with a complaint, or participate in discrimination or sexual harassment prevention activities. For students, negative actions can include being assigned an undeserved poor academic or employment reference or denial of a reference, and/or reduction or negative influence on University employment or financial aid. For employees, negative actions can include demotion, suspension, denial of promotion, poor evaluation, punitive scheduling, unfavorable position reassignment, withholding of deserved support for promotion or tenure, assigning undesirable or inadequate space, punitive work assignments, or dismissal-any adverse employment decision or treatment that would likely dissuade a reasonable worker from making or supporting an allegation of discrimination or sexual harassment.

Malicious or Frivolous Allegations Prohibited

The University will discipline members of the University community who knowingly make false or frivolous allegations of discrimination or sexual harassment. No complaint will be considered malicious or frivolous solely because it cannot be corroborated.

RESOURCES

Other resources may also help in the resolution of reports of discriminatory or sexual harassment behaviors.

Internal, Local, State, and Federal Resources:

Employee Assistance Program
Washington Building, Room G60
Pullman, WA 99164-2302
509-335-5759
http://www.eap.wsu.edu/ Human Resource Services
French Administration, Room 139
Pullman, WA 99164-1014
509-335-4521
http://www.hrs.wsu.edu/

WSU Counseling and Testing Services
280 Lighty Student Services
Pullman, WA 99164-1065
509-335-4511
http://counsel.wsu.edu/
Regional Human Resource Services
Spokane:     509-358-7740
Tri-Cities:    509-372-7302
Vancouver:  360-546-9587

Women's Resource Center
Wilson Hall, Room 8
Pullman, WA 99164-4005
509-335-6849
http://women.wsu.edu/
U.S. Dept. of Education, Office for Civil Rights
Federal Office Building
915 Second Ave Room 3310
Seattle, WA 98174-1099
http://www.ed.gov/ocr/

WSU Police
Public Safety Building
Pullman, WA 99164-7300
509-335-8548
For Emergencies: Dial 911
U.S. Equal Employment Opportunity Commission
Federal Office Building,
909 First Ave Suite 400
Seattle, WA 98104-1061
http://www.eeoc.gov/

Alternatives to Violence of the Palouse, Inc.

(208) 883-HELP or (509) 332-HELP-24 hour crisis line. Collect crisis calls accepted.

Moscow, ID Office
627 N. Van Buren
PO Box 8517
Moscow, ID 83843
208-882-2490; Fax: 208-883-1041
ATVPMoscow@turbonet.com
Pullman, WA Office
1125 NW Nye, Suite A
PO Box 37
Pullman, WA 99163
509-332-0552; Fax: 509-332-3314
Home@atvp.org


Washington State Human Rights Commission

Olympia Headquarters Office
(for complaints from Western Washington and the Olympics, including, Pierce, Thurston, Clark, Lewis, Grays Harbor, and Kitsap Counties)
711 South Capitol Way, #402
PO Box 42490
Olympia, WA 98504-2490
360-753-6770

Seattle District Office
(for complaints from Central and North Puget Sound, including King, Snohomish, Skagit, San Juan Islands, and Whatcom Counties)
Melbourne Tower #921
1511 Third Ave.
Seattle, WA 98101-1626
206-464-6500

Spokane District Office
(for complaints from Eastern Washington, including Spokane, Whitman, Okanogan, Lincoln, Ferry and Stevens County)
Rock Point Plaza III
1330 North Washington Street, Suite 2460
Spokane WA 99201
509-568-3196

EP28_Faculty-Student_and_Supervisor-Subordinate_Relationships.htm

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Policy on Faculty-Student and Supervisor-Subordinate Relationships

PDF link

INTRODUCTION

Washington State University employees, regardless of position, rank, or professional relationship, may rightfully develop consensual relationships. Washington State University values an environment of inclusion, trust, and respect as beneficial for learning and working. As a matter of sound judgment, faculty, graduate teaching and research assistants, residence hall officers, and other supervisory employees in the University community accept responsibility to avoid any apparent or actual conflict of interest between their professional responsibilities and their personal relationships with students or those whom they supervise, evaluate, or exercise other relationships of power or authority. Romantic and/or sexual relationships between a faculty member and a student, or a supervisor and subordinate, may potentially pose risks to the faculty member, student, supervisor, subordinate, third parties, and unit morale. In such relationships voluntary consent by the student or subordinate is suspect because of the inherently unequal nature of the relationship. A romantic and/or sexual relationship between a faculty member and a student, or a supervisor and subordinate, can lead to a complaint of sexual harassment when the student or subordinate perceives he or she was exploited. In addition, other faculty members, staff members, supervisors, students, or employees may express concerns about undue access or advantage, favoritism, restricted opportunities, or unfavorable treatment as a result of the relationship. These concerns are damaging to the University whether the favoritism is real or perceived. Concerns also arise in cases where the relationship between the faculty member and student, or supervisor and subordinate, remains amicable, as well as in cases that lead to allegations of exploitation. To ensure that the advising, mentoring, evaluation and supervision of students or subordinates is conducted fairly, romantic or sexual relationships between faculty and students, and supervisors and subordinates are prohibited as set forth in this policy. This policy deals only with evaluative and supervisory relationships and not with relationships that fall under the definition of discrimination, sexual harassment, or relationships that may be addressed by the University nepotism policy. (See EP15 and BPPM 60.14.)

POLICY

Faculty or anyone in a supervisory role is prohibited from having supervisory responsibility over a student or subordinate with whom he or she is currently having a romantic and/or sexual relationship. Supervisory responsibility includes any supervisory role perceived as a position of power or authority, and is not limited to instruction, research, academic advising, coaching, service on research and thesis (dissertation) committees, assignment of grades, evaluation and recommendation in an institutional capacity for employment, scholarships, fellowships, or awards. Supervision may occur on or off campus, in curricular, cocurricular, or extracurricular activities. Such supervisory responsibilities are prohibited in the case of a current academic or supervisory role, or if the parties may reasonably anticipate that an evaluative role may exist in the near future.

Relationships between individuals in which neither party is in a position to evaluate or supervise the other party are not within the scope of this policy so long as neither party participates in decisions that may reward or penalize the other and so long as such an evaluative relationship is not reasonably anticipated by the parties.

Romantic or sexual relationships in which one party is in a position to influence the career of the other, yet the relationship presents no clear or direct evaluative or supervisory conflict, may provide grounds for complaint by third parties when the relationship provides undue access, advantage, or restricts opportunities. Relationships resulting in indirect or inappropriate influence are prohibited. When a supervisory role or position of power and authority is accepted by an individual in an existing consensual relationship with a person who will become subordinate, the roles of the individuals in the supervisory and subordinate positions must be clearly established within the existing administrative structure.

In spite of these warnings, the University recognizes that sometimes such relationships occur. When a romantic and/or sexual relationship occurs or develops between a faculty member and a student, or a supervisor and subordinate, exercising a role in the evaluation or supervision of another individual an inherent conflict of interest arises. The faculty member or supervisor must disclose the relationship to an appropriate supervisor, with faculty or students disclosing the relationship to the appropriate department chair, program director, associate dean, vice-chancellor, or Dean of Students. In each case, the administrative supervisor shall make suitable arrangements for the objective supervision and evaluation of the student or subordinate partner's academic or job performance, and provide for the protection of individual and University interests.

Employees

If a supervisor enters into or engages in a sexual or romantic relationship with a subordinate employee, the supervisor must immediately report the relationship to their appointing authority so that a solution to the conflict of interest may be sought. The means of removing the conflict of interest must be reported to, and approved by the appointing authority within the unit, college, or campus and the appropriate vice president. Alternatives to the conflict of interest may include termination of the consensual relationship or appropriate changes in the supervisory/subordinate work environment.

Faculty

It shall constitute unprofessional conduct for a faculty member to engage in a romantic or sexual relationship with a student, staff member, or faculty member if the faculty member supervises or evaluates (including recommending other employment, advancement, academic or professional progress) the subordinate individual. If such a relationship exists, the supervising faculty shall immediately report the relationship to the department chair, program director, dean or chancellor with the intent of seeking alternative classes, advisors, or supervision. A written plan to resolve the conflict of interest developed by the faculty member, the academic administrator (in most cases, the department chair), and the head of the academic unit (e.g. dean, director, chancellor or equivalent) must be approved by the Office of the Provost. If no alternatives can be identified, the romantic or sexual relationship must be discontinued until the faculty member no longer exercises supervisory responsibility for the student, staff, or faculty member.

Violations

Sanctions will not ordinarily be imposed when developing romantic and sexual relationships are promptly self-reported and measures are taken to remove the conflict of interest, so long as the relationship is not alleged by one of the parties to be nonconsensual or discriminatory. If the relationship is alleged to be nonconsensual or discriminatory, the matter shall be referred to the Office for Equal Opportunity.

Persons, who have not self-reported and are determined to have violated this policy shall be subject to sanctions imposed using the applicable University policies and handbooks (e.g., the WSU Faculty Manual, the Administrative Professional Handbook, WAC 357-40, applicable collective bargaining agreements, and for students the WSU Standards of Conduct for Students, WAC 504-26). Sanctions for faculty members will be identified in consultation with the Vice Provost for Faculty Affairs. Sanctions for administrative professionals, staff, and other employees will be identified in consultation with the appointing authority and Human Resource Services. Sanctions may include: mandatory training or counseling, transfer or reassignment, verbal or written warning, censure, demotion, reduction in pay, withholding of pay increases, denial of professional or retraining leave, withholding of promotion, suspension, summary suspension, or dismissal.

The chosen sanction will be proportional to the severity of the offense as judged by the totality of the circumstances of the incident (the nature, frequency, intensity, location, context, method of discovery, and duration of the alleged behavior). The chosen sanctions will be adequately severe to reasonably deter and assure prevention of future offenses. The sanctions imposed will be described to the parties involved in the relationship. The violation of policy and the imposed sanctions will also be reported in the annual review and/or tenure and promotional file of the persons violating the policy.

Retaliation Prohibited

No one shall suffer penalty or retaliation, including any actions that may dissuade a reasonable person from making or supporting a charge, for reporting a relationship that violates this policy. Retaliation against any person for bringing forward or participating in the investigation of a complaint under this policy forms independent grounds for taking appropriate disciplinary action.

Retaliation has occurred when a student or an employee suffers a negative action after he or she makes a report of discrimination or sexual harassment, assists someone else with a complaint, or participates in discrimination or sexual harassment prevention activities. For students, negative actions can include being assigned an undeserved low or failing grade on any academic assignment, an undeserved poor academic or employment reference or denial of a reference, and/or reduction or negative influence on University employment or financial aid. For employees, negative actions can include demotion, suspension, denial of promotion, poor evaluation, punitive scheduling, unfavorable position reassignment, withholding of deserved support for promotion or tenure, assigning undesirable or inadequate space, punitive work assignments, or dismissal-any adverse employment decision or treatment that would likely dissuade a reasonable worker from making or supporting an allegation of discrimination or sexual harassment.

Malicious and Frivolous Allegations Prohibited

The University will discipline members of the University community who knowingly make false allegations of prohibited faculty-student or supervisor-subordinate relationships. No complaint will be considered malicious or frivolous solely because it cannot be corroborated.

RELATED POLICIES

Policy Prohibiting Discrimination and Sexual Harassment, EP15

Nepotism, BPPM 60.14

NOTE: Nonconsensual relationships are addressed in the University's sexual harassment policy. Marital and family relationships are addressed in the University's nepotism policy.

ADDITIONAL RESOURCES

Concerns regarding violations of this policy involving faculty or students should be addressed to the Office of the University Ombudsman or Provost.

University Ombudsman
Wilson Hall, Room 2
Pullman, WA 99164-4002
509-335-1195 http://www.wsu.edu/~ombuds/

Office of the Provost
French Administration, Room 436
Pullman, WA 99164-1046
509-335-5581 http://www.provost.wsu.edu/

Concerns regarding violation of this policy involving other employees should be reported to Human Resource Services.

Human Resource Services
French Administration, Room 139
Pullman, WA 99164-1014
509-335-4521 http://www.hrs.wsu.edu/

Regional Human Resource Services
Spokane:     509-358-7740
Tri-Cities:    509-372-7302
Vancouver:  360-546-9587

Office for Equal Opportunity
French Administration Building 225
Pullman, WA 99164-1022
509-335-8288 http://www.oeo.wsu.edu/

For resources concerning sexual harassment or other forms of discrimination, please see the Policy Prohibiting Discrimination and Sexual Harassment, EP15.

60.00_Contents.htm

Posted in:PERSONNEL

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Posted on January 06,2014 by jeremy.bass

SECTION TITLE		NUMBER	PAGES	ISSUE DATE
Determining Pay Status--Employee or Contractor		60.01	1-4	10-09
Classification and Reclassification		60.02	1-9	10-13
	Form: Position Description	60.02	10-11	07-06
	Form: Position Questionnaire	60.02	12-13	07-06
	Form: Organization Chart	60.02	14	07-06
Employment Eligibility Verification--USCIS Form I-9		60.04	1-7	06-13
Employing Non-U.S. Citizens		60.05	1-4	06-13
Preemployment Inquiry Guidelines		60.08	1-5	10-09
Delegation of Appointing Authority		60.10	1-5	11-09
	Form: Request for Appointing Authority Delegation	60.10	6	02-13
Recruitment and Selection of Faculty Personnel		60.11	1-11	02-12
Administrative Professional Salary Determination and Adjustment		60.12	1-5	01-10
Nepotism		60.14	1-4	06-10
Partner and Spouse Accommodation		60.15	1-4	01-10
Background Checks		60.16	1-4	03-11
Recruitment and Selection of Administrative Professional Personnel		60.17	1-10	10-11
Recruitment and Selection of Classified Positions		60.18	1-8	07-13
Benefit Transfer for Previous State of Washington Employment		60.19	1-3	08-09
	Form: Employment Record Request	60.19	4	08-05
Reasonable Accommodation		60.21	1-17	04-09
	Form: Accommodation Request for Disability or Serious Medical Condition	60.21	18	04-09
	Form: Medical Release Statement for Reasonable Accommodation Request	60.21	19	04-09
	Form: Health Care Provider Statement for Reasonable Accommodation Request	60.21	20-24	04-09
Project Employment--Civil Service		60.23	1-4	07-13
Personnel/Position/Payroll Electronic Routing Management System (PERMS)		60.25	1-27	05-12
	Form: Personnel Action Form	60.25	28	08-07
Temporary Employment Program		60.26	1-7	09-11
Temporary Employment Processing		60.27	1-7	08-12
	Form: Temporary Employee Orientation Checklist	60.27	8	07-05
Hazardous Conditions Pay		60.28	1	07-05
Establishing Salary Step, Periodic Increment Date, and Probation or Trial Service for Civil Service Employees		60.29	1-6	10-09
Cyclic-Year Positions for Classified Employees		60.30	1-8	02-07
	Form: Cyclic-Year Memorandum	60.30	9	02-07
Probationary and Trial Service Periods for Civil Service Employees		60.31	1-3	06-09
Employee Requests for Temporary Schedule Changes		60.33	1-2	07-05
	Form: Request for Temporary Schedule Changes	60.33	3	07-05
Telework Agreements		60.34	1-5	06-09
	Form: Telework Assignment	60.34	6-7	09-07
	Form: Telework Agreement	60.34	8-10	02-08
Ethnic Origin Definitions		60.35	1-2	05-01
Layoff--Civil Service Employees		60.37	1-8	01-13
Notice of Faculty or Staff Departure--Vacating University Areas		60.38	1-4	04-06
	Form: Departure Notice	60.38	5	04-06
	Form: Area Evaluation/Release	60.38	6	04-06
Staffing During Suspended Operations or Emergency Closures		60.40	1-3	01-13
Payment for Unused Sick Leave		60.41	1-6	08-08
Faculty Timecard		60.42	1-3	07-10
Compensated Outside Service and Extended Professional Activities by Faculty		60.44	1	10-00
	Form: Annual Report of Consultant and Extended Professional Activities	60.44	2	10-00
Corrective and Disciplinary Action		60.50	1-3	03-10
Performance Management Evaluations		60.55	1-8	10-09
	Form: Employee Performance Evaluation	60.55	9-10	07-06
	Form: Annual Review: Administrative Professional Employees	60.55	11	08-08
Faculty and Administrative Professional Personnel Leave		60.56	1-21	03-13
Civil Service Employee Leave		60.57	1-25	02-10
Shared Leave		60.58	1-10	10-12
	Form: Request to Donate Shared Leave	60.58	11	07-09
Overtime-Eligible Employees		60.59	1-4	11-10
Time Report for Overtime-Eligible Employees		60.60	1-32	06-10
	Form: Time Report (Windows Excel version)	60.60	33	11-10
	Form: Time Report (Macintosh Excel version)	60.60	33	11-10
	(Note: The issue date is for the Excel version of the form only. The Time Report template was last revised in 08-08.)
Reporting Daily Activity for Temporary Employees		60.61	1-3	10-07
	Form: Daily Activity Report for Multiple Accounts	60.61	4	07-07
	Form: Daily Activity Report	60.61	5	03-06
Leave Report for Overtime-Exempt (Excepted) Classified Employees		60.62	1-11	06-10
	Form: Leave Report for Classified Employees (Windows Excel version)	60.62	12	11-10
	Form: Leave Report for Classified Employees (Macintosh Excel version)	60.62	12	11-10
	(Note: The issue date is for the Excel version of the form only. The Classified Leave Report template was last revised in 12-07.)
Leave Report for Overtime-Exempt Faculty and Administrative Professional Employees		60.63	1-12	06-10
	Form: Leave Report (Windows Excel version)	60.63	13	11-10
	Form: Leave Report (Macintosh Excel version)	60.63	13	11-10
	(Note: The issue date is for the Excel version of the form only. The Leave Report template was last revised in 12-07.)
Tuition Waivers--Fall and Spring Semesters		60.70	1-5	08-11
	Form: Tuition Waiver Request	60.70	6-7	08-11
Training and Development		60.71	1-2	07-08
Release Time for Training		60.72	1-2	07-07
Summer Educational Benefits		60.73	1-5	10-08
	Form: Summer Educational Benefit Request	60.73	6	10-08
Employee Departure Procedures		60.74	1-6	02-12
	Form: Departure Checklist	60.74	7-8	02-12
Rental of University Apartments to WSU Employees		60.75	1	08-01
WSU Holidays		60.76	1	05-99
	Table: July 1, 2011--June 30, 2015 Holiday Schedule	60.76	2	11-12
	Table: WSU Extension Offices Calendar Year 2013 Holiday Schedule	60.76	3-4	02-13
Unemployment Compensation Claims		60.79	1	12-06
Volunteers		60.81	1-5	10-04
	Form: Minor Volunteer Consent and Release	60.81	6	10-04
	Form: Volunteer Monthly Report	60.81	7	10-04
Children in the Workplace		60.82	1-2	03-02
Employee Assistance Program		60.86	1-4	09-11
Political Activity of WSU Employees		60.90	1-2	07-90
The page numbers listed for each section refer to the PDF version of the manual. The issue date refers to the latest revision date for the section.

60.08_Preemployment_Inquiry_Guidelines.htm

Posted in:PERSONNEL

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LAW

The Washington State Law Against Discrimination makes it an unfair practice for an employer to ask a candidate about age, sex, marital status, race, creed, national origin, color, or the presence of a sensory, mental, or physical handicap. (RCW 49.60.180, WAC 162-12) If a WSU employee violates the rights of a candidate, the candidate may bring a civil action to enjoin further violations and to recover the actual damages and the cost of the legal action which may include reasonable attorney fees. (RCW 49.60.030(2))

ACCEPTABLE INQUIRIES

An employer may ask anything directly related to bona fide job qualifications, such as the applicant's availability for the work schedule, job-related interests, ability and experience, or willingness to do the work.

An employer may ask the applicant questions about race, creed, color, sex, marital status, or national origin if the answer relates to a bona fide occupational qualifications. (WAC 162-12-135) Review the circumstances with the Office for Equal Opportunity or Human Resource Services (HRS).

Human Resource Services and the Office for Equal Opportunity may ask questions about race, age, sex, and disability to comply with WSU affirmative action programs. The applicant furnishes this information voluntarily and it is treated confidentially. An employer may ask the applicant questions about race, creed, color, sex, marital status, or national origin if the federal government requires the information. (WAC 162-12-150)

Do not keep any information on race, creed, color, national origin, sex or marital status in the applicant's personnel file or in any other place where it is available to those who process the application. (WAC 162-12-160)

After Employment

The rules do not prohibit collecting data on race, creed, color, national origin, sex, marital status, or age of persons after employment, unless the records are used to discriminate against the employee.

Citizenship and immigration status is reported for international employees on personnel actions.

See 60.25 for details on completing personnel action requests.

UNACCEPTABLE INQUIRIES

The law explicitly prohibits many inquiries which have high potential for causing unlawful discrimination. The following examples identify situations as fair and unfair inquiries.

EXAMPLES

These examples are provided to assist supervisors and other hiring authorities in pre-employment interviews and other inquiries. The examples include fair and unfair practices. These examples are not exhaustive. These examples are paraphrased from the Washington Human Rights Commission preemployment inquiries guide in WAC 162-12-140.

Subject	Fair Preemployment Question	Unfair and Illegal Preemployment Questions
Age	Birthdate and proof of true age	Any inquiry which implies a preference for employees under age 40.
Arrests	Inquiries concerning arrests must include whether charges are still pending, have been dismissed, or led to conviction of a crime involving behavior that would adversely affect job performance, and whether the arrest occurred within the last ten years.	Any inquiry that does not meet the requirements for fair preemployment inquiries.
Citizenship	Applicant's eligibility for U.S. employment and the applicant's ability to provide identification and eligibility verification as required by U.S. Citizenship and Immigration Services.	Whether applicant is a citizen. Any inquiry into citizenship which divulges applicant's ancestry, national origin, birthplace or present citizenship. It is also illegal to require a birth certificate or naturalization or baptismal records before hiring.
Convictions (see also Arrests)	Inquiries concerning convictions (or imprisonment) will be considered to be justified by business necessity if the crimes inquired about relate reasonably to the job duties, and if such convictions (or releases from prison) occurred within the last ten years.	Inquiries concerning convictions and imprisonment which either do not relate reasonably to job duties or did not occur within the last ten years.
Disability	Whether applicant is able to perform the essential functions of the job for which the applicant is applying, with or without reasonable accommodation. Requests that the applicant demonstrate or describe the performance of essential specific job functions with or without reasonable accommodation.	Inquiries about the nature, severity, or extent of a disability or whether the applicant requires reasonable accommodation prior to a conditional job offer. Inquiries as to whether or not the applicant has applied for or received worker's compensation. Any inquiry that is not job related or consistent with business necessity.
Family	Applicant's ability to meet specific work requirements such as specific work schedules, travel, and attendance.	Specific inquiries concerning spouse, spouse's employment or salary, children, child care arrangements, or other dependents.
Height and Weight	Inquiries concerning the ability to perform actual job requirements. (Being a certain height or weight is not considered a requirement unless the employer can show that an employee with an ineligible height or weight could not do the work because of height or weight.)	All inquiries which are not based on actual job requirements and are not consistent with business necessity.
Marital Status	None	Format of written questions: ( ) Mr. ( ) Mrs. ( ) Miss ( ) Ms. Whether the applicant is married, single, divorced, separated, engaged or widowed.
Military	Inquiries about education, training or work experience acquired in the armed forces of the U.S. Questions about type and dates of discharge may be asked about U.S. military service if an applicant claims veteran's preference.	Type or condition of military discharge. Whether an applicant has experience in other than U.S. armed forces. Requests for discharge papers.
Name	Whether applicant has worked for WSU under a different name and, if so, what name. Name applicant is known to references.	Inquiries about original name if the name has been changed by court order or marriage. Inquiries which could divulge marital status, lineage, ancestry, national origin or descent.
National Origin	Inquiries about foreign language skills if those skills are job requirements.	Inquiries into applicant's lineage, ancestry, national origin, descent, birthplace, or mother tongue. Inquiries about the national origin of applicant's parents or spouse.
Organizations	Questions about job-related organization membership unless the organization membership is an indication of race, color, creed, sex, marital status, national origin, or ancestry of its members.	Requirements that the applicant list all organizations, clubs, societies, and lodges to which he/she belongs.
Photographs	May be requested after hiring for identification purposes.	Mandatory or optional request that applicant submit a photograph at any time before hiring.
Pregnancy (see also Disability)	Inquiries which are made to all applicants concerning any anticipated absences and expected duration of employment.	All questions about pregnancy, medical history concerning pregnancy and related matters.
Race	None	Any inquiries concerning race or color of skin, hair, eyes, etc.
Relatives (see 60.14)	Names of applicant's relatives already employed by WSU.	Any other inquiry regarding marital status, identity of one's spouse, or spouse's occupation are considered unfair practices in accordance with WAC 162-12-150.
Religion or Creed	None	Inquiries concerning applicant's religious preference, denomination, religious affiliation, church, parish, pastor, or religious holidays observed.
Residence	Mailing address and telephone number.	Names or relationships of people living with applicant. Whether applicant owns or rents his/her home.
Sex	None	All inquiries.

60.14_Nepotism.htm

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PERSONNEL
60.14
Revised 6-10
Human Resource Services
335-4521

The University does not permit employees to supervise or to participate in employment decisions (including hiring/appointment decisions) affecting family members, household members, intimate partners, or state-registered domestic partners. The purpose of this policy is to minimize the potential for conflict of interest.

The University's objective is to employ qualified persons in all employment positions and to ensure merit-based supervision. This policy is not to be read to justify hiring decisions that violate the University's policy against discrimination (EP15), but rather to ensure that hiring and supervision by family members, household members, intimate partners, and state-registered domestic partners does not occur, except in the very limited circumstances described in this section (60.14).

Definitions

Family Member

Family members are defined as the employee's parent, spouse, child, grandparent, grandchild, sister, brother, stepbrother, stepsister, brother-in-law, sister-in-law, mother-in-law, father-in-law, son-in-law, daughter-in-law, stepchild, and stepparent.

Household Member

Household members are defined as persons who reside in the same home who have reciprocal duties to and do provide financial and/or emotional support for one another. This term includes, but is not limited to, foster children and legal wards. The term does not include persons sharing the same general house when the living style is primarily that of a dormitory or commune and the relationship between the prospective or actual superior/subordinate is not an intimate one.

Intimate Partner

An intimate partner is a person with whom an employee is having a current romantic and/or sexual relationship.

Faculty

No faculty member, department chair, dean, or other administrative officer may vote, make recommendations, or in any other way participate in the decision of any matter that may materially affect the appointment, tenure, promotion, salary, or any other status or interest of such person's family member, household member, intimate partner, or state-registered domestic partner.

Administrative Professional, Classified Employees, and Other Nonfaculty Employees

No administrative professional employee, classified employee, or other nonfaculty employee may supervise, vote, make recommendations, or in any other way participate in the decision of any matter that may materially affect the appointment, tenure, promotion, salary, or other status or interest of such employee's family member, household member, intimate partner, or state-registered domestic partner.

Other Employees

The provisions of this section (60.14) also apply to employees holding the following appointments: temporary and hourly, workstudy, graduate student, and post-doctoral.

EXCEPTION REQUEST REGARDING SUPERVISION

An appointing authority may request approval for employment of family members, household members, intimate partners or state-registered domestic partners in superior/subordinate relationships. This approval permits an employee to be in the direct supervisory chain above or below a family member, household member, intimate partner, or state-registered domestic partner. See 60.10 for information regarding appointing authority.

This approval does not permit a superior to participate in decisions affecting a family member, household member, intimate partner, or state-registered domestic partner prior to offering and filling the position.

See also EP28 regarding superior/subordinate relationships.

Procedure

The appointing authority prepares a request memorandum including the following:

The type of appointment, salary, title, working relationship, and a summary of the search process used to select the candidate.

A description of the administrative process for supervision of the subordinate.

The name, title and contact information of a designated third party within the department who will be involved with employment impacting decisions, e.g., decisions regarding annual review, salary, and performance.

The request memorandum is to be signed by the appointing authority and the third party designated for involvement in employment decisions.

WSU Approval At Pullman And Locations Other Than Regional Campuses

For exceptions involving employees at WSU Pullman and employees at locations other than the regional campuses, the appointing authority submits the memorandum to the responsible vice president or the Provost and Executive Vice President. The appointing authority sends a copy of the memorandum to Human Resource Services (HRS).

If approved by the vice president or the Provost and Executive Vice President, the memorandum and signed approvals are routed to HRS. If not approved, the vice president or Provost and Executive Vice President provides written notification to the appointing authority and routes a copy to HRS.

Regional Campus Approval Faculty

For exceptions involving faculty at the regional campuses the appointing authority submits the memorandum to the responsible chancellor. The chancellor reviews the arrangement and if he or she approves, forwards the memorandum to the Provost and Executive Vice President for final approval. The appointing authority sends a copy of the memorandum to Pullman HRS.

If approved by the chancellor and the Provost and Executive Vice President, the memorandum and signed approvals are routed to HRS. If not approved, the chancellor or Provost and Executive Vice President provides written notification to the appointing authority and routes a copy to Pullman HRS.

Regional Campus Approval Staff

For exceptions involving staff at the regional campuses the appointing authority submits the memorandum to the responsible chancellor for final approval. The appointing authority sends a copy of the memorandum to Pullman HRS.

If approved by the chancellor, the memorandum and signed approvals are routed to HRS. If not approved, the chancellor provides written notification to the appointing authority and routes a copy to Pullman HRS.

Records Maintenance

Pullman HRS maintains the records of the exception and approval or denial. Pullman HRS maintains these records in the official personnel files for faculty, administrative professional employees, and classified employees.

RESPONSIBILITIES

Employee

An employee is responsible for disclosing any qualifying relationship (i.e., family member, household member, or intimate partner as defined in this policy or state-registered domestic partner) with anyone in his or her supervisory chain.

Any employee may report concerns regarding possible violations of this policy to HRS or the Office of Internal Audit.

Supervisor

Each supervisor is responsible for reporting violations of this policy to his or her appointing authority.

A supervisor is responsible for reporting an amorous relationship with a subordinate in conformance with the Policy on Faculty-Student and Supervisor-Subordinate Relationships, EP28.

Appointing Authority

The appointing authority is responsible for taking appropriate action to address and resolve situations of actual or perceived nepotism. The appointing authority may consult with or refer the situation to Human Resource Services or the Office of Internal Audit.

ADDITIONAL INFORMATION

For additional information, contact the Provost's Office, Human Resource Services, or the Office of Internal Audit.

PURCHASING

See 70.15 for a discussion of conflict of interest regarding purchasing from family members. (RCW 42.52)

60.61_Reporting_Daily_Activity_for_Temporary_Employees.htm

Posted in:PERSONNEL

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Temporary employees record hours worked or pieces completed on a time/piece record, which may be a Daily Activity Report, a time clock card, or an alternate time/piece record approved by Human Resource Services (HRS).

The temporary employee time/piece record is the official record of hours worked or pieces completed.

NOTE: There is no University requirement that the hours of work for graduate students appointed to assistantship positions be reported on a Daily Activity Report or other similar document.

The department maintains the Daily Activity Report, the time clock card, or the HRS-approved alternate time record as an audit record.

Related Sections

See 60.26 and 60.27 for more information about temporary employment. See 60.42 for information about faculty timecard employment.

Positive Pay Time Entry

The department uses information recorded on the temporary employee time/piece record to complete the Positive Pay Time Entry. The Positive Pay Time Entry transmits the activity data to Payroll. See 55.22 for more information on Positive Pay Time Entry.

For a given pay period, each Positive Pay Time Entry must agree with and be supported by information reported on a temporary employee time/piece record.

REPORTING HOURS

Requirements

The following requirements apply to all forms for reporting hours or pieces worked by temporary employees. See below for University-approved reporting forms.

Temporary employees must submit separate time/piece records for each pay period worked.

The employee submits the report to his or her supervisor after the employee has completed working all of his or her hours for the pay period. (Refer to the Payroll Documents Calendar for the inclusive dates of Positive Pay periods.) NOTE: The supervisor must not sign the report until the employee completes working all of his or her hours for the pay period.

The employee and the supervisor sign and date the report certifying the accuracy of the report. NOTE: Facsimile or substitute signatures, e.g., signature stamps, are not acceptable.

The supervisor must not return the report to the employee after signing, in order to maintain the integrity of the pay-affecting document.

Form Completion

Department

Departments enter the following information on the form before giving the form to the employee:

Employee name

Employee WSU ID number

Pay period beginning and ending dates

Position number

Title

Title code

Account coding, i.e., fund, subfund, program, budget, and project

Units, e.g., hours or pieces

Rate of pay per unit

The information must agree with the information on the Temporary Employment Position form which established the position. See 60.27.

Temporary or Faculty Timecard Employee

The employee records the hours worked or pieces completed each day as the activity occurs.

The employee is to report partial hours as decimal fractions.

Supervisor

The supervisor verifies and signs the form. The supervisor is responsible for ensuring that the requirements above are met.

Reporting Forms

The department selects from the following reporting records to report hours worked or pieces completed by temporary employees.

Daily Activity Report

If the employee works for a single account during a given pay period, the department uses the Daily Activity Report. Two versions of the form are available:

PDF version. Complete and/or print the master form on 60.61.5.

An automated version. To obtain the automated version, go to the PR&F FileMaker forms website at:

http://www.wsu.edu/~forms/fm.html

Daily Activity Report for Multiple Accounts

If the employee works for more than one account during a given pay period, the department uses the Daily Activity Report for Multiple Accounts. Two versions of the form are available:

PDF version. Complete and/or print the master form on 60.61.4.

An automated version. To obtain the automated version, go to the PR&F FileMaker forms website at:

http://www.wsu.edu/~forms/fm.html

Enter the hours worked for either the first half of the month (days 1-15), or for the second half of the month (days 16-31).

Time Clock Card

Time clock cards may be substituted for Daily Activity Reports.

Alternate Time/Piece Record

Alternate time records may be substituted for Daily Activity Reports if HRS approves the alternate time/piece record prior to department use.

HRS maintains a record of all units requesting and using alternate time/piece records. HRS also maintains a copy of the alternate time/piece record used by each requesting unit.

RECORDS RETENTION

The department is to maintain each Daily Activity Report, time clock card, and/or alternate time/piece record for six years after the end of the fiscal year. See 90.01 for more about records retention.

See the PDF forms:
60.61.4: Daily Activity Report for Multiple Accounts
60.61.5: Daily Activity Report (for single accounts)
Complete and/or print as needed

40.27_Fixed_Price_Agreements.htm

Posted in:SPONSORED AGREEMENTS

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Fixed price agreements are defined as agreements for which the sponsor provides a set price for the work. Fixed price awards are usually established as contracts with scheduled payments.

Characteristics

Fixed price agreements normally have the following characteristics:

Are similar to purchase orders for delivery of work products, e.g., containers of chemicals or computers;

Are routine in nature;

Include a well-defined statement of work;

The outcome is relatively certain;

The failure rate is nearly zero;

The University bears the risk that a routine project may incur costs which are higher than the set price and that the University would have to cover those costs;

Are normally short term in nature, e.g., less than one year;

The costs are normally known.

Processing Facilities and Administrative Costs

Principal investigators (PIs) and administrators are expected to request the full facilities and administrative (F&A) rate for on-campus or off-campus activities related to sponsored projects under fixed agreements, in accordance with 40.23 and 40.25.

Upon completion of a fixed price agreement, the applicable federally-approved F&A cost rate is applied to the "cash balance," i.e., any funds remaining after completion of the project. F&A costs are distributed according to established University policies. See 40.09, 40.23, 40.25, and Executive Policy Manual EP2.

Distribution of Residual Balance

Any funds remaining after the F&A costs are applied to the cash balance are referred to as the "residual cash balance." Sponsored Programs Services (SPS) distributes the residual cash balance based upon the following conditions:

All required technical reports have been filed with the sponsor;

The sponsor has indicated that the work is acceptable; and

The full amount of the agreement has been collected from the sponsor.

Conditions Met Within Six Months

If all three of the distribution conditions listed above are met within six months of the agreement end date, the residual cash balance is first used to offset any uncollectible accounts for which the principal investigator (PI) was the project director.

Sponsored Programs Services (SPS) distributes any remaining residual amount as follows:

If the remaining residual amount is less than 50% of the total project revenue, SPS transfers the residual amount to the departmental fixed price consolidation account.

Use of the funds may be predetermined by agreement between the department chair and the PI.

If, the remaining residual amount is greater than 50% of total project revenue, the PI must provide a written justification to the Vice Provost for Research as to the need for a residual of that magnitude. The Vice Provost for Research may:

Approve the retention of the entire residual in excess of 50%;

Approve retention of a portion of the residual in excess of 50%; or

Disapprove retention of some or all of residual in excess of 50%.

SPS transfers any allowed portion of the residual to the department's fixed price consolidation account. SPS establishes an account for the Office of Research under program 13Z or 14Z and transfers any disallowed portion of the residual to this account.

Conditions Not Met Within Six Months

If all three of the distribution conditions listed above are not met within six months of the agreement end date, SPS establishes an account for the Office of Research under program 13Z or 14Z and transfers the entire residual balance to this account. SPS then closes the departmental account. The Office of Research uses the funds to support a variety of research initiatives.

EP2_Policy_for_Allocating_Facilities_and_Administrative_Cost_Recovery_Revenue.htm

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Executive Policy #2
Revision Approved May 20, 2011

Policy for Allocating Facilities and Administrative
Cost Recovery Revenue

PDF link

POLICY

Most grants and contracts pay the University facilities and administrative cost recovery (F&A) fees. These payments are meant to reimburse the University for costs associated with use of the physical facilities and other University support that are not billed directly to the grant or contract.

F&A funds are an important revenue source for the University. It is necessary and usual to combine them with other revenues, such as state appropriations, for general University support.

At WSU, F&A revenue contributes to the permanent budget level (PBL) for the following: graduate assistantships, grants-in-aid, libraries, utilities, facilities maintenance, research animal care, biological safety, research compliance, environmental health services, post-award sponsored program services, payroll, accounting, purchasing, the sponsored projects office, radiation safety, grant and research development, and grant matching.

WSU returns some F&A revenue to the units that generate it. This is to reimburse these units for their own facilities and administrative costs and to stimulate further research.

Allocations of both domestic and international F&A revenue to the units are distributed according to the following policy: F&A allocations to units are made quarterly based on actual F&A amounts collected the previous quarter. Each area is allocated 23% of gross F&A revenue collected, with 65% of the allocation (15% of F&A revenue collected) going to the department, and 35% of the allocation (8% of F&A revenue collected) going to the dean. The department is responsible to make some of the F&A revenue allocation available to the principal investigator to assist with grant administration, travel, student assistants, development of new research, grant matching or other expenses. Also, departments and deans are responsible to provide administrative support to centers, since they do not receive F&A allocations directly.

For projects at urban campuses the allocation for academic support is different depending upon whether or not there is participation by an academic department. For projects with academic unit affiliation, the allocation of 23% of F&A collections is split equally between the chancellor and the academic dean. For projects without academic department involvement, the entire allocation of 23% of F&A collections goes to the chancellor. In addition to the allocation for academic support, urban campuses receive 38% of gross F&A collections as an allocation for physical plant and campus support.

The Office of Research receives 4% of total gross F&A revenue for research development, grant matching and to supplement needs in research animal care, biological safety, research compliance, radiation safety, and grant and research development.

Libraries receive an allocation of 7% of forecasted gross F&A revenue collections, with an allocation at the start of the year based upon budgeted F&A revenue and a supplemental allocation near the end of the fiscal year based upon the forecast of actual year-end revenue.

See the diagram of the allocation of F&A revenue collections in the PDF version of EP2.

40.13_Management_of_Equipment_Acquired_Under_Federal_Agreements.htm

Posted in:POLICY

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SPONSORED AGREEMENTS
40.13
Revised 2-10
Sponsored Programs Services
335-2058 PDF link

Property Requirements

OMB

Such property is managed in accordance with OMB Circular A-110. To view the circular, go to:

http://www.whitehouse.gov/omb/circulars

Select OMB Circular A-110.
Select Sections 30-37 to view property standards.

FAR

Federal Acquisition Regulations (FAR) provide additional federal requirements for property management on contracts. NOTE: Most of the regulations used by the University are located in FAR Part 45.

To view the FAR, go to:

https://www.acquisition.gov/far/

Select Federal Acquisition Regulations-->Current FAR-->HTML

DFAR

Defense Federal Acquisition Regulations (DFAR) provide additional requirements for property management on federal defense contracts.

To view the DFAR, go to:

http://farsite.hill.af.mil/VFDFARA.htm

NASA Grants Handbook

NASA Grants Handbook sections 1260.130 through 1260.137 provide uniform standards governing management and disposition of property charged to projects supported by National Aeronautics and Space Administration (NASA) grants and cooperative agreements.

Award Conditions

Various funding agencies may reference other specific property management requirements in the award documents.

PROPERTY INVENTORY

Departments are to tag and inventory newly-acquired (i.e., purchased, leased, borrowed, or fabricated) equipment in accordance with procedures in 20.50.

PROPERTY REPORTING

Sponsored Programs Services, with the assistance of the department administrator or principal investigator, provides property reports in accordance with the award terms and governing federal regulations.

Annual Property Reports

Department of Defense (DoD) Contracts

DoD Form 1662 is used to report government-furnished property and property acquired on Department of Defense (DoD) contracts.

Government-titled property held by the University under DoD contracts, regardless of value, must be reported annually by October 31. If WSU no longer holds property under a DoD contract, an annual report is not required unless held property was indicated in the previous annual report.

NASA Contracts

NASA Form 1018 is used to report government-furnished property and property acquired on NASA contracts.

Government-titled property held by the University under NASA contracts, regardless of value, must be reported annually by October 15. If WSU no longer holds property under a NASA contract, the University is required to submit an annual report indicating that no property is held.

DoD and NASA Grants and Cooperative Agreements

A listing of government-titled property held by the University under grants or cooperative agreements must be reported annually by October 31. If WSU no longer holds property under a grant or cooperative agreement, an annual report is not required unless held property was indicated in the previous annual report.

DoD Property Reports

Property reports for DoD grants and cooperative agreements other than contracts are to be submitted in narrative format by letter, fax, or e-mail to the DoD property administrator.

NASA Property Reports

Property reports for NASA grants and cooperative agreements other than contracts are to be submitted in narrative format by letter, fax, or e-mail to the government property administrator or DoD property administrator, the NASA Industrial Property Officer (IPO), and the NASA Deputy Chief Financial Officer (CFO).

Final Property Reports

DoD Contracts

Immediately upon termination or completion of a DoD contract, the University must perform and require each subcontractor to perform a physical inventory of all property acquired under the contract.

A final report on DoD Form 1662 must be submitted to the cognizant DoD agency immediately upon final disposition of all property acquired under the contract.

NASA Contracts

A final report on NASA Form 1018 must be submitted to NASA within 30 days after disposition of all property acquired under the NASA contract.

DoD Grants and Cooperative Agreements

A report must be submitted to the cognizant DoD agency within 90 days after a grant or cooperative agreement is terminated.

Property reports for grants and cooperative agreements are to be submitted in narrative format by letter, fax, or e-mail to the cognizant DoD property administrator.

NASA Grants and Cooperative Agreements

A report must be submitted to NASA within 60 days after a grant or cooperative agreement is terminated.

Property reports for grants and cooperative agreements are to be submitted in narrative format by letter, fax, or e-mail to the government property administrator or DoD property administrator, the NASA Industrial Property Officer (IPO), and the NASA Deputy Chief Financial Officer (CFO).

PROPERTY CLOSEOUT

At award closeout equipment must be processed and reported in accordance with:

OMB Circular A-110 SUBPART D - After-the-Award Requirements (section 71 Closeout Procedures) (71f), and

FAR Part 45 - Government Property,

Any special terms and conditions included in the award, and

Funding agency regulations/policies.

University requirements. See below.

University Requirements

Sponsored Programs Services takes the following actions to process and report government property at award closeout:

For closeout of a DoD or NASA contract, Sponsored Programs Services completes a draft property report on an agency-designated form, e.g., DoD Form 1662, NASA Form 1018. See above for information concerning final reports.

For closeout of a contract, grant, or cooperative agreement which does not require a specific agency form, Sponsored Programs Services completes a draft property report using a spreadsheet format. The report is to include the following information:

Manufacturer/description,
WSU tag number,
Model/serial number,
Date acquired,
Purchase order number or vendor order number,
Disposition requested.

Some agencies also require the following additional information:

Condition of equipment,
Location/custodian.

If appropriate, Sponsored Programs Services faxes or e-mails the draft report to the departmental representative for review and verification of information.

Upon return of the draft, Sponsored Programs Services makes any necessary corrections. Sponsored Programs Services mails, e-mails, or faxes the completed report to the appropriate government representatives, as indicated in the award documentation or governing agency guidelines. See also above for information concerning final reports.

Contracts require that annual reports continue to be submitted until the University receives final disposition instructions. See above for information concerning annual reports.

Upon receipt of disposition instructions from the government representative, Sponsored Programs Services ensures that the departmental administrator complete an Inventory Control Report to update the WSUâs property inventory records accordingly. See 20.50.

For property acquired under a grant or cooperative agreement, if title is granted to WSU, or if the property is abandoned in place, no further reports are required.

For property acquired under a contract, a terminating report must be submitted to indicate final disposition if the previous report indicated that the University held contracted property. See above for information concerning contract reports.

LOANS, TRANSFERS AND DISPOSALS

Loans

WSU-Owned

Departments holding equipment which is no longer used are encouraged to explore opportunities to loan or exchange with other departments prior to arranging for disposal or sale. Inform Property Inventory of the loan by completing an Inventory Control Report according to instructions in 20.50. Indicate only a change in location if the ownership remains with the loaning department.

Federally-Owned

Federal regulations encourage loan or transfer of government-owned equipment to other federally-supported projects when no longer needed on the original project. Request authorization from Sponsored Programs Services prior to transfer.

When the transfer occurs, initiate an Inventory Control Report in accordance with 20.50. Check the Federally Owned box on the Inventory Control Report. Property Inventory works with Sponsored Programs Services to ensure that federal officials are notified of the change.

See 20.78 for transfer of federal excess equipment.

Title Transfer

Transfer to WSU from the Federal Government

On many contracts title is transferred from the federal agency to WSU partway through or at the end of a project period. Transfer procedures are handled by Sponsored Programs Services.

Transfer to Another Institution

See 40.16 and 20.50.

Sale or Transfer to Other WSU Departments

Follow procedures for surplus equipment in 20.76 and 20.80.

Disposal of Federally-Funded WSU-Owned Equipment

The item may be subject to a specified accountability period which must expire before the University may sell the item. Contact Sponsored Programs Services for information.

Cost of $5,000 or More

When any accountability period has expired which applies to an item with a cost of $5,000 or more, WSU may either:

Keep the item and pay the federal agency its share of the market value, or

Request instructions from the agency. Instructions from the agency may be:

Sell it and pay the agency its share of the proceeds.

Ship it elsewhere.

Disposal of Federal Excess Property

See 20.78.

MAINTENANCE AND USE

Departments are responsible for the care, maintenance and use of all equipment in their custody. For equipment acquired under grants and contracts, the principal investigator shares this responsibility with the department.

Accountability

Department management is responsible for properly documenting equipment receipt, storage, preservation, recordkeeping, physical control, inventory, and disposal.

Security

Principal investigators and departmental personnel are responsible for keeping equipment in a reasonably secure location.

Insurance

WSU-owned equipment is usually not insured unless obtained under an agreement which permits the sponsor to pay insurance premiums. The Department of Risk Management purchases all insurance for University equipment and property. See EP6.

Care and Maintenance

Care and maintenance includes periodic inspection, regularly scheduled lubrication, protection from exposure, and proper cleaning prior to storage. The goal is to maintain the efficiency and usefulness of the equipment for as long as possible.

Departments should keep records of maintenance, major repair, and deficiencies revealed during periodic inspection. (Principal investigators are responsible for ensuring that any special equipment care and maintenance requirements required by grants and contracts are implemented.)

Utilization

The equipment clause in most current contracts requires that federal equipment be used only for the contract for which it was acquired unless otherwise provided or approved by the cognizant federal agency contract administrator. The principal investigator is responsible for ensuring compliance with this requirement.

The principal investigator is also responsible for notifying Sponsored Programs Services when there is no further reason for retaining an equipment item acquired under a federal agreement.

Subcontractor Control

Subcontract Requirements

Before a subcontractor under a federal contract may take temporary possession of federal equipment furnished by the University, the subcontract must include:

Provisions authorizing transfer, loan, or temporary reassignment of the equipment.

Federal flow-down provisions. Flow-down provisions are defined as requirements from the funding federal agency which apply to all entities operating under the award contract, e.g., contracting institutions, subcontractors.

Special terms and conditions.

Provisions requiring certification that the subcontractor has a property control system that is either federally-approved or meets federal property regulations, unless exempted by the special terms and conditions.

Periods for which the subcontractor must submit property reports to WSU. When feasible, the subcontract is to include the subcontracting agency form numbers and applicable web site addresses for obtaining the forms.

Other reporting requirements specified in the prime award.

OGRD

Notify the Office of Grant and Research Development (OGRD) during subcontract development to ensure that the subcontract also includes provisions for:

Conditions of use;

Control of equipment;

Period of use;

Return of equipment;

Location of use;

Shipping costs,

Insurance;

Loss, damage, or destruction;

Liability; and

Maintenance.

In addition, OGRD may request a copy of the subcontractor's federally-approved property control system or a copy of its property control policies.

40.16_Transferring_Research_Equipment_to_Other_Institutions.htm

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POLICY

When a principal investigator takes permanent employment at an educational, nonprofit, or private institution, equipment may be transferred to the new institution in accordance with the following procedures.

Applicability

This policy applies to inventoried and noninventoried (capitalized and noncapitalized) equipment purchased with state and/or sponsored accounts.

Timing

Approval must be granted before equipment items may be transferred off campus. Begin transfer procedures at least three months before the planned transfer date.

SPONSOR-ACQUIRED

An equipment item acquired under a sponsored agreement may be transferred to another institution if:

The sponsor's agreement and regulations do not prohibit equipment transfer, and

The item is not needed by the University.

Contact SPS

Before submitting a transfer request, a departmental representative should discuss the transfer with Sponsored Programs Services (SPS) personnel. SPS provides an initial determination regarding the allowability of the transfer.

Request Memorandum

The department requests equipment transfer by submitting a transfer request memorandum through administrative channels to SPS. SPS personnel ensure that the request complies with sponsor agreements and regulations, e.g.:

OMB Circular A-110, OMB Circular A-21:

http://www.whitehouse.gov/omb/circulars/

and the Federal Demonstration Partnership:

http://www.nsf.gov/awards/managing/fed_dem_part.jsp

The request is to include the following information:

The original funding source (program, budget, project).

A complete list of equipment items to be transferred with item acquisition costs.

WSU inventory numbers for inventoried equipment.

An explanation for the transfer.

Approval

Before transfer may occur, all of the following officials and offices must approve the request memorandum:

Responsible department chair,

Responsible dean or director,

Director of Sponsored Programs Services.

STATE-PURCHASED EQUIPMENT

An equipment item purchased with state funds as part of a research project may be transferred and sold in accordance with the following procedure.

Initially, the department and Surplus Stores determine whether or not the state-owned item is needed by any WSU department. If not, the item may be sold to the outside institution. The department is to receive fair market value for the item.

Negotiation

In consultation with Surplus Stores, the owning department negotiates the equipment value with the receiving institution.

Approval

The sale must be approved in advance by Surplus Stores.

Request Memorandum

Once the value is finalized, the selling department provides Surplus Stores with a memorandum from the responsible department chair or dean including the following information:

WSU departmental contact name and phone number,

Full account coding for depositing the department portion of the proceeds (fund, subfund, program, budget, project, source, subsource),

Contact information at the receiving institution,

Billing address and PO number from the receiving institution,

A complete list of equipment to be sold with item acquisition costs and selling prices,

WSU inventory numbers for inventoried equipment and whether the items are on departmental or University inventory, and

An explanation of the transfer, including the principal investigator's name.

Invoicing

Surplus Stores sends an invoice to the receiving institution. Once payment is received, Surplus Stores notifies the department. Items may not be physically transferred to the receiving institution until the University receives payment.

Updating Inventory

Surplus Stores notifies Property Inventory of deleted items. NOTE: Departments are responsible for updating departmental inventories to reflect deleted items. See 20.50.

Charges

Surplus Stores charges the transferring department a fee to process the transaction. The fee reflects the costs of billing, collection, and delivery. See 20.76.

SHIPPING

The University does not pay shipping costs to transfer equipment to other institutions. The receiving institution is responsible for arranging and paying for shipping.

EP6_Policy_on_Risk_Management.htm

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Executive Policy #6
Approved March 26, 2001

Policy on Risk Management

PDF link

SUMMARY

This policy describes actions to be taken by University employees and departments to reduce the risk of accidental loss or injury to persons or damage to property.

GENERAL POLICY

The University recognizes that there is exposure to accidental injury to persons and loss or damage to property inherent in its programs and activities. It is University policy for every employee to act to reduce the risk of such accidental loss or injury to the greatest extent feasible, consistent with carrying out of the University's mission of teaching, research, and service or outreach. WSU resources must be protected from financial loss resulting from such events.

PROGRAM OBJECTIVES

To accomplish the goal of effective management of risks, the University's risk management program is established to identify and analyze loss exposure and safety hazards, develop and select the best techniques or combination of techniques for treating risks, implement effective administration of each risk treatment plan, and monitor the results produced or achievement of change.

Risk management includes actions taken both before and after a loss occurs and is directed towards reducing risks and reducing the frequency and severity of losses. When analyzing a loss exposure and its treatment, the impact on the entire campus, as well as on individual departments, is evaluated. The University uses various combinations of the following methods to manage risks to the institution.

Risk Control Methods

Risk Avoidance

The University may elect to avoid undesirably high risks and programs with excessive costs by refusing to undertake unsafe activities or by discontinuing high-risk programs.

Loss Prevention and Loss Reduction

Risks inherent in the existence and operation of the University can be reduced, resulting in a decrease in both frequency and severity of accidental losses. It is the responsibility of each unit and its personnel to conduct the business of the University in such a way as to reduce or prevent hazards to individuals and property and to evaluate the risk cost potential when developing new programs.

Risk Financing Methods

Risk Retention

It is the general policy of the University to retain the financial responsibility for its risks of accidental loss to the maximum extent possible without jeopardizing the financial position of the University or the continuation of essential programs. Risks may be retained through either pre-funded (self-insurance) or post-funded (non-insurance) programs, after evaluation of the risk exposure. Self-insured programs are funded through contributions to the Self-Insurance Liability Fund managed by the Department of General Administration, Office of Risk Management. See RCW 4.92 et. seq. and RCW 43.19 et. seq.

Risk Transfer

The financial responsibility for risks may be transferred to others through contractual agreements or through the purchase of insurance. The entity having responsibility for an approved program may be allowed or required to insure those exposures which are determined to be too large for that unit to retain. Accordingly, insurance is purchased when it is not deemed prudent to retain the risk based on comparison of the cost of insurance with the risk potential. Further, the University may purchase insurance when required by law, bond, or contractual agreement, when real properties are financed with student fees or other non-state appropriated funds, or when non-University property is under the care, custody, or control of the University. Commercially insuring risks does not alter the responsibility of the University, its units, or personnel for compliance with required and appropriate safety and security standards.

Risk Management Program Development

The University cooperates with the state Office of Risk Management in the development of the University's risk management program. The effectiveness of both programs is enhanced by the discussion of major program changes prior to implementation and the periodic review of coverages in effect.

ORGANIZATION

University Health and Safety Committee

The University Health and Safety Committee is appointed by the President and advises the Vice President for Finance and Administration and the Department of Risk Management Services on the structure, policies, and operation of the University's risk management program.

Department of Risk Management Services

The Department of Risk Management Services, within the Department of Finance and Administration, administers, coordinates, and evaluates the risk management program of the University. The Risk Manager reports to the Vice President for Finance and Administration and has the responsibility and authority for the following:

Coordinating risk management activities with the University's Health and Safety Committee.

Coordinating activities with the Office of the Attorney General and soliciting and receiving legal advice whenever appropriate.

Assessing risk through identifying, measuring, and evaluating risk exposures based on information provided by other programs.

Determining potential impact of University actions on liability exposures;

Analyzing and selecting those risks to be retained and those which should be insured, selecting the appropriate risk treatment program, and establishing types and limits of coverage to protect the University's resources;

Evaluating and recommending areas where non-insurance is desirable and economically feasible;

Purchasing and administering all University liability and property insurance coverages;

Administering self-insurance program claims and recommending adjustments or settlements of insured or self-insured losses;

Recommending selection of insurance related services (excluding employee/student benefits), such as brokerage and claims administration services;

Coordinating activities with the workers' compensation program.

Maintaining close liaison with the Department of Environmental Health and Safety and other University departments having responsibility for health, public safety, safety, or security issues.

Maintaining close liaison with the state Office of Risk Management and other state and federal agencies.

Providing or coordinating training to employees and staff as needed to prevent or reduce exposure.

Creating web pages for links to relevant information.

Implementing the strategic plan of the Department of Risk Management.

Reporting to departments on accidents, injuries, liabilities and other risk management activities.

Acting as a resource for WSU units regarding risk management issues.

40.12_Acquiring_Equipment_Under_Federal_Agreements.htm

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SPONSORED AGREEMENTS
40.12
Revised 3-00
Sponsored Programs Services
335-2058 PDF link

POLICY

WSU personnel are responsible for obtaining equipment in accordance with applicable University, state, and federal regulations. (SAAM 30.10, OMB Circular A-110)

PRE-ACQUISITION

Before obtaining an equipment item for use on a sponsored project, departmental personnel are responsible for assuring that the transaction is appropriate. The following criteria are to be evaluated:

Allowability.

Prepurchase screening requirements.

Prior approval requirements.

Where the title will vest.

ALLOWABILITY

Award Document

Check the award document for clauses relating to the purchase of equipment and the acquisition of government-furnished property. If the award document is not available, contact Sponsored Program Services.

Subcontracts

A subcontract may include a line item budget which includes equipment. In addition, the federal agency or the University may provide government-furnished property directly to the subcontractor.

Property Control System

Unless exempted by special terms and conditions of the subcontract and/or agency regulations, the subcontractor is required to have:

A federally-approved system of property control, or

A system that meets the criteria required by federal regulations for government-furnished property and/or purchased equipment.

Assurance

The subcontract may include federal flow-down provisions, special terms and conditions, and/or an assurance clause stating that the subcontractor has a system of property control that meets the preceding criteria for equipment and/or government-furnished property. A subcontractor may be required to provide the University with a copy of the subcontractor's federally-approved property control system or business policies and procedures.

Circular A-21

If the federal agreement does not specifically mention equipment, apply OMB Circular A-21 regulations regarding equipment allowability. In general, A-21 states:

General purpose equipment items, (e.g., office equipment, motor vehicles, etc.) are usually not allowable as a direct charge unless approved in advance by the sponsoring agency.

Special purpose equipment items (i.e., equipment used only for research, medical, scientific or other technical activities) are allowable with prior approval from the sponsor. (Itemization on an approved proposal budget may constitute prior approval in many cases. See Prior Approval below.)

Expenditures for capital improvements are usually unallowable unless approved in advance by the sponsoring agency.

EQUIPMENT SCREENING BY WSU

WSU units are to screen existing equipment inventories to avoid purchasing unnecessary or duplicative items.

Screening is recommended at two points in a project's history:

Before a proposal is submitted to a federal agency for approval.

Before a piece of equipment is purchased with federal funds. See 70.10 for general requisition procedures.

Sharing

Principal investigators are to share special purpose equipment when feasible.

Screening Levels

Cost More Than $5000

If the equipment item costs more than $5000 the equipment coordinator screens the departmental equipment inventory for like or substantially similar equipment. If another suitable item is not available in the department, enter the following statement in the item description of the Departmental Requisition:

NO SUITABLE ITEM AVAILABLE IN THE DEPARTMENT.

The University maintains an online inventory listing available to departments. See 20.50.

Cost More Than $10,000

If the equipment item costs more than $10,000 send the requisition to Property Inventory where all University property is screened for like or substantially similar items.

If appropriate equipment does not exist or is not available for use, the University's Property Administrator attaches a certification to the requisition and forwards the purchase documentation to Purchasing.

If appropriate equipment exists and is available for use, the University's Property Administrator returns the requisition to the originating department requesting that the department either:

Negotiate a shared-use agreement with the unit that owns a similar equipment item, or

Provide a written justification from the department chair detailing why similar equipment items are not appropriate. The department attaches the justification to the requisition and sends the purchase documentation to Purchasing.

PRIOR APPROVAL

If the equipment item has been itemized in the approved proposal budget, additional agency approval is generally not required. However, certain agencies require additional approval by the agency coordinating officer. Direct questions to Sponsored Programs Services.

Complete and route a Sponsored Project Activity Request if the equipment item is not itemized in the original approved budget and additional approval and/or rebudgeting is required. See 40.23.

Industrial Plant Equipment (IPE)

Industrial plant equipment purchased on Department of Defense contracts must have prepurchase approval of the Defense Supply Center, Richmond (DSCR). (48 CFR 245)

IPE Definition

Industrial Plant Equipment (IPE) is plant equipment with an acquisition cost of $15,000 or more used for the purpose of: cutting, abrading, grinding, shaping, forming, joining, testing, measuring, heating, treating, or otherwise altering the physical, electrical or chemical properties of materials, components or end items entailed in manufacturing, maintenance, supply, processing, assembly or research and development operations. IPE is in federal stock group 34. (48 CFR 245.301)

DSCR Screening

To request DSCR screening for IPE, the principal investigator submits DoD Industrial Plant Equipment Requisition (DoD Form 1419) to the Defense Supply Center Richmond, ATTN: JH, 8000 Jefferson Davis Highway, Richmond, VA 23297-5100. Obtain DoD Form 1419 from Sponsored Programs Services.

Automatic Data Processing Equipment (ADPE)

Submit requests to acquire Automatic Data Processing Equipment (ADPE) to the Administrative Contracting Officer (ACO) Office of Naval Research - Seattle. The ACO submits contractor requests to the Defense Information Systems Agency in accordance with the Defense Automation Resources Management Manual. (48 CFR 245.302-1)

ONR Submittal Instructions

Before completing the requisition DoD Form 1419 for IPE, or submitting a request to purchase ADPE equipment, the principal investigator may wish to informally discuss the proposed acquisition with the Office of Naval Research (ONR) Administrative Contract Officer, Seattle; telephone (206) 526-3168. ONR may have additional or alternate instructions for submittal of a requisition for IPE or a purchase request for ADPE.

DSCR Screening

The DSCR screens each IPE request to determine whether the item is available. If the item(s) is not available, the DSCR issues a Certificate of Nonavailability.

Attach a copy of the Certificate of Nonavailability to the Department Requisition when purchasing the item through WSU Purchasing.

Acquiring Special Test Equipment

When special test equipment or components are known, the solicitation (and the contract) are to separately identify each item to be furnished by the federal government or acquired or fabricated by the contractor for the federal government. Individual items of less than $5,000 may be grouped by category. (48 CFR 245.307-2)

Notice and Approval

Under negotiated contracts containing the clause regarding Special Test Equipment at 48 CFR 52.245-18, WSU must notify the contracting officer if it intends to acquire or fabricate special test equipment.

Within 30 days of receipt of the notice from WSU, the contracting officer:

Reviews the proposed items for necessity and proper classification as "special" test equipment;

Screens the availability of existing federally-owned test equipment in accordance with agency procedures; and

Notifies WSU, approving or disapproving the acquisition or fabrication and, if it is disapproved, states whether the equipment will be furnished by the federal government.

DETERMINING TITLE

Either the award document or the approval letter for equipment purchase includes title-vesting information.

ACQUISITION

Equipment may be purchased, transferred from another federal project, acquired from federal agencies, or fabricated.

Purchase

Complete a Departmental Requisition according to procedures in 70.10.

Internal Transfer

Equipment must be used on the original project for as long as needed. When no longer needed for the original purpose, equipment may be used for other projects currently or previously sponsored by the federal government. (Projects of the original agency are to be given first priority if there is a choice.)

After verifying the allowability of the transfer with Sponsored Program Services, the unit's equipment coordinator initiates an Inventory Control Report (WSU 1033).

Federally-Furnished

The terms and conditions of a federal agreement usually specify equipment items to be furnished to WSU. The principal investigator usually initiates acquisition of government-furnished property.

Federal Excess Property

Federal excess property is available for use on federal cost-reimbursement contracts and federal grants. See 20.78.

Fabrication

The principal investigator (or equipment coordinator) maintains a separate file for each fabricated equipment item. All expenditure documents (IRIs, Departmental Requisitions, Receiving Reports, etc.) related to fabrication are retained in the file. When the item is completed, the responsible individual uses the assembled documents to calculate acquisition cost of the item.

The acquisition cost is multiplied by the current Facilities and Administrative (F&A) cost rate to obtain the F&A cost of acquiring the item. (See 40.25 for the current F&A cost rate.) This F&A cost is added to the acquisition cost to obtain the value of the equipment item. This figure is used for inventory management and disposal purposes.

RECEIVING

See 70.14 for receiving procedures.

Federally-Owned

WSU becomes responsible for the equipment upon delivery.

Acknowledgment of Receipt

The departmental equipment coordinator (or principal investigator) signs and dates the government shipping document accompanying the item. Copies of the form are distributed to the following offices:

Sponsored Program Services

Cognizant agency contract administrator

Originator of the shipment

Department

Property Inventory

20.78_Federal_Excess_Property.htm

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University personnel are responsible for following federal and University procedures when acquiring, utilizing, returning (re-excessing), and disposing of federal excess equipment.

APPLICABILITY

Federal excess property is available from the federal government for use on the following types of projects and programs:

Federal grants

Federal cost-reimbursement contracts

Extension programs (P.L. 97-98), e.g., Agricultural Research Stations, Extension Agricultural Research

Research programs, e.g., Department of Natural Resource Sciences, Colleges of Veterinary Medicine

NOTE: The procedures described in this section do not apply to Energy-Related Laboratory Equipment (ERLE) grants. Such grants are considered equipment grants and are processed through the Office of Grant and Research Development (OGRD) in accordance with section 40.02. ERLE equipment is subject to standard University inventory procedures.

PROGRAM DESCRIPTION

Federal excess property is property that has been declared excess to the needs of a federal agency. By declaring the property excess, the agency is permitting allowable University programs, as well as federal agencies, to request the use of the property.

The following statements apply to University use of federal excess property:

The title vests with the federal government.

When the property is no longer required or utilized, the using department is responsible for re-excessing the property in accordance with University and federal procedures.

The acquiring University department or project pays shipping costs as well as applicable state of Washington use taxes.

Federal excess property must be used to support the specific programs/contracts/grants for which the property is acquired.

FEDERAL EXCESS PROPERTY COORDINATOR

The Facilities Operations Waste Management division coordinates University federal excess property activity.

Contact the Federal Excess Property Coordinator at Waste Management (telephone 335-4630) for assistance with any of the following:

Acquisition of federal excess property.

Preparation of want lists of needed items and coordination of equipment screening.

Assistance in completing the paperwork necessary to acquire, re-excess, and dispose of federal excess property.

Answers to questions about the federal excess property program.

DEAN

The college dean (or equivalent administrator) is directly responsible and accountable for equipment acquired under this program.

ACCOUNTABLE PROPERTY OFFICER

Before a department or principal investigator may participate in the federal excess property program, the responsible dean (or equivalent administrator) must select a management-level officer to serve as the college's Accountable Property Officer (APO) for federal excess property.

The dean sends a written notification of the APO's selection to the University's Federal Excess Property Coordinator. The notification includes the name of the APO and identifies the applicable federal programs.

If the college is involved in Research and Extension Programs, the dean also notifies the responsible federal agency, i.e., USDA.

Responsibilities

The APO acts as the dean's representative and serves as a liaison with the central administration and with federal agencies providing federal excess property. The APO is responsible for:

Ensuring that proper University and federal approvals are given for each excess property transaction.

Ensuring that any requested physical inventories of excess equipment are completed.

Reporting any unutilized, lost, damaged, stolen, and unserviceable federal excess equipment to the responsible federal agency.

Ensuring that federal excess property is properly maintained and utilized.

ACQUISITION

A principal investigator and/or department personnel may initiate a request for excess property by completing a Federal Excess Property Request form.

Federal Excess Property Request

Obtain supplies of the form by photocopying or printing the master on page 20.78.6. Complete all sections of the form. After obtaining the department chair's approval, route the form to the college's APO.

Under Federal Grants and Contracts

If the equipment is to be obtained under a federal grant or contract the APO routes the form to Sponsored Programs Services for review. Sponsored Programs Services returns approved requests to the APO.

Screening and Obtaining Property

The APO and/or the principal investigator are responsible for obtaining the equipment. The APO may request that the Federal Excess Property Coordinator assist with screening and completing the necessary federal documentation.

Notifying the Controller's Office

As soon as federal excess property arrives, the college APO sends the Property Inventory Section of the Controller's Office a copy of the form transferring the property to WSU. (The form may be a federal form SF-122, Transfer Order -- Excess Personal Property.) Property Inventory records the property in accordance with section 20.50.

Use Tax

According to state law, the University is charged a use tax for acquired federal excess property. The tax is assessed at the prevailing state sales tax rate based upon the fair market value of the acquired item. (RCW 82.12.020)

When routing the acquisition documentation to Property Inventory, the APO includes the fair market value of the item and the program/budget/project number of the account that will support the use tax charge.

Exempt From Use Tax

Expendable supplies that are totally consumed during the grant, contract, or program for which the supplies are obtained are exempt from state use tax. (This applies to research, development, experiment, and testing activities.) (RCW 82.12.0265)

INVENTORY AND UTILIZATION

Accountable Property

The Property Inventory Section of the Controller's Office records accountable excess property in the University's central online inventory system. Accountable property includes all property that meets the University's definition of inventoriable nonexpendable equipment. See 20.50 for the current definition.

Nonaccountable Property

Nonexpendables

Nonaccountable, nonexpendable equipment must be tracked by the acquiring department even though it is not included in the University's online inventory system. The department is responsible for labeling such equipment as federal excess property.

Expendables

Expendable nonaccountable items (e.g., supplies) are not inventoried. However, the use of expendables must be recorded and tracked by the department or principal investigator.

Physical Inventory

When the responsible federal agency requires a physical inventory of excess equipment assigned to a given University unit, departmental personnel are to request a current listing from Property Inventory. Property Inventory generates a list of federal excess property held by any specified University unit.

In addition to physically locating the equipment, departmental personnel:

Compare University records with the inventory listing provided by the responsible federal agency, and

Note the current utilization status of each item on the listing. If there are changes in utilization follow procedures listed below.

Maintenance

All property acquired through the excess property program must be properly maintained using the manufacturer's suggested maintenance procedures.

Utilization

All property items must be utilized properly and to the fullest extent possible.

Changes in Utilization

The principal investigator or departmental personnel report any of the following changes in utilization of federal excess property to the college APO:

Property that personnel wish to transfer to another University department or to another institution.

Property that personnel wish to cannibalize.

Unutilized property.

Unserviceable, damaged, or lost property.

Seeking Federal Approval

The APO notifies the appropriate federal officials of the change in utilization and seeks authority to transfer, dispose, sell, or cannibalize the property. The APO also notifies Sponsored Programs Services if the property was acquired under a federal grant or contract.

The Federal Excess Property Coordinator is available to assist APOs in obtaining federal approval for changes in utilization.

NOTE: Transfer, disposal, sale, or cannibalization of federal excess property may not occur before federal approval is received.

Notifying Property Inventory

The college APO notifies Property Inventory of any required inventory corrections by routing an Inventory Control Report or by routing a copy of the appropriate federal transfer or disposal documentation.

See the PDF form:
20.78.6: Federal Excess Property Request
Complete and/or print as needed.

40.09_Cost_Determination_Guidelines.htm

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OVERVIEW

This guideline takes into account the unique needs and requirements of the University's research community in order to comply with the requirements of the following federal and University rules and agreements:

OMB Circular A-21, Cost Principles for Educational Institutions, which includes the federal Cost Accounting Standards (CAS).

This circular (A-21) provides principles for determining costs applicable to research and development, training, and other sponsored work performed by the University on federally-funded sponsored agreements.

OMB Circular A-110, Uniform Administrative Requirements for Grants and Other Agreements with Institutions of Higher Education, Hospitals and Other Non-Profit Organizations.

This circular (A-110) outlines requirements for written procedures for determining the reasonableness, allocability, and allowability of federally-funded award costs.

Federal Demonstration Partnership (FDP) terms and conditions;

University's Cost Accounting Standards (CAS) Disclosure Statement; and

University's facilities and administrative (F&A) cost agreement with the federal government.

Future modifications to this and other internal policies may be necessary as further adjustments and interpretations are issued by the federal government.

Responsibility

The University delegates considerable authority and responsibility for fiscal compliance to principal investigators (PIs) and departments. See 40.01. This requires the development of significant expertise at the department level and relies heavily on PIs and departmental fiscal staff to comply with WSU policies and various sponsor rules and regulations.

Definitions

Reasonableness

Project costs may be considered reasonable if the nature and amount of the goods or services acquired or applied reflect a prudent person's decision under similar circumstances to incur such costs.

See OMB Circular A-21 Section C.3 for major considerations involved in the determination of the reasonableness of a cost.

Allocability

Allocable costs are expenses which may be assigned or charged to one or more sponsored project cost objectives, in accordance with the relative benefits received or other equitable relationship. Project costs must advance, benefit, or be necessary for the sponsored agreement to be allocable. See OMB Circular A-21, Section C.4.

Allowability

According to OMB Circular A-21, a cost may be charged to a sponsored agreement only if it meets all of the following criteria:

It must be a reasonable cost,

It must be allocable to the sponsored program,

It must be treated consistently, through the application of generally accepted accounting principles, and

It must be within the type and dollar amount limitations specifically defined in Circular A-21 and the particular contract or agreement.

Direct Costs

Direct costs are defined as costs that can easily and with a high degree of accuracy be identified or assigned specifically with one of the following:

A particular sponsored project,

An instructional activity,

Any other institutional activity.

See also below.

A cost is considered direct when a specific grant or contract gains explicit benefit from the cost for a specific programmatic purpose. For example, when a PI's activity involves scientific effort on a particular grant or contract, his or her salary is an allowable direct cost to that grant or contract. See 40.34.

Facilities and Administrative (F&A) Costs

Facilities and administrative costs (F&A costs) are expenditures incurred by a sponsored project (programs 11-14) which are not readily identified with that project. (OMB Circular A-21, Section E.1) See below and 40.25.

CONSISTENT TREATMENT OF COSTS

Consistent treatment of costs is a basic cost accounting principle. Federal guidelines specifically require consistency to ensure that the same types of costs are not charged to grants and contracts as both direct and facilities and administrative (F&A) costs. This requirement ensures that the federal sponsor is not paying twice for the same costs in like circumstances. (OMB Circular A-21 and Cost Accounting Standard 502 (OMB Circular A-21, Section C.11.a))

Direct Costs

University departments must consistently treat costs incurred for the same purpose in like circumstances as either direct or F&A costs. Where the University treats a particular type of cost as a direct cost of sponsored agreements, all costs incurred for the same purpose in similar circumstances must be treated as direct costs. (OMB Circular A-21, Section D.1) See below.

Application To Sponsored Programs

Identification with the sponsored work rather than the nature of the goods and services involved is the determining factor in distinguishing direct from F&A costs of sponsored agreements. Typical costs charged directly to a sponsored agreement are the compensation of employees for performance of work under the sponsored agreement, including related fringe benefit costs to the extent they are consistently treated, in like circumstances, by the University as direct rather than F&A costs; the costs of materials consumed or expended in the performance of the work; and other items of expense incurred for the sponsored agreement, including extraordinary utility consumption. The cost of materials supplied from stock or services rendered by specialized facilities or other institutional service operations may be included as direct costs of sponsored agreements, provided such items are consistently treated, in like circumstances, by the University as direct rather than F&A costs, and are charged under a recognized method of computing actual costs, and conform to generally accepted cost accounting practices consistently followed by the University. (OMB Circular A-21, D.2)

Costs that are normally F&A costs may be charged to nonfederally sponsored agreements if permitted by the sponsors' policies/practices or otherwise approved by the sponsors.

Off-Campus Only

For off-campus projects only, other direct costs include facilities costs, e.g., rent, maintenance, security, utilities. Off-campus facilities are defined as facilities which are not owned and/or leased by the University and which are not maintained or operated by University Facilities Operations.

Facilities and Administrative (F&A) Costs

F&A costs are those that are incurred for common or joint objectives and therefore cannot be identified readily and specifically with a particular sponsored project, an instructional activity, or any other institutional activity. See A-21 Section F.1 for a discussion of the components of F&A costs.

Normally, F&A costs (often called overhead) are those costs which accrue from the general operation of the University. Such costs normally are classified under the following categories:

Depreciation and use allowances,

General administration and general expenses,

Sponsored projects administration expenses,

Operation and maintenance expenses,

Library expenses,

Departmental administration expenses, and

Student administration and services.

Examples of facilities and administrative costs are:

Building depreciation,

Maintenance costs,

Electricity and heat costs,

Accounting services,

Personnel services,

Departmental administration,

Purchasing, and

Human subjects administration.

DISTRIBUTION OF DIRECT COSTS

OMB Circular A-21, Section C.4.d.(3) provides two methods for allocating an allowable direct cost to two or more sponsored projects: the proportional benefit rule and the interrelationship rule.

Proportional Benefit Rule

The proportional benefit rule applies when a cost benefits two or more projects or activities in proportions that can be determined without undue effort or cost. The department allocates the cost according to the proportion of benefit provided to each project.

Example

The department might allocate the cost of laboratory supplies based upon the quantity used (or planned to be used) on each project.

Interrelationship Rule

The interrelationship rule applies when a cost benefits two or more projects or activities in proportions that cannot be determined because of the interrelationship of the work involved. The department distributes the cost on any reasonable basis because the proportional benefit cannot be quantified and identified to the individual projects.

Example

The department might allocate the cost of laboratory supplies based upon the allocation of employee salaries to each project.

DIRECT COSTS OR F&A COSTS?

Direct Charging Examples

The following are examples of "major projects" where direct charging of administrative or clerical staff salaries may be appropriate. (A-21 Exhibit C)

Large, complex programs such as general clinical research centers, primate centers, program projects, environmental research centers, engineering research centers, and other grants and contracts that entail assembling and managing teams of investigators from a number of institutions.

Projects which involve extensive data accumulation, analysis and entry, surveying, tabulation, cataloging, searching literature, and reporting (such as epidemiological studies, clinical trials, and retrospective clinical records studies).

Projects that require making travel and meeting arrangements for large numbers of participants, such as conferences and seminars.

Projects whose principal focus is the preparation and production of manuals and large reports, books and monographs (excluding routine progress and technical reports).

Projects that are geographically inaccessible to normal departmental administrative services, such as research vessels, radio astronomy projects, and other research fields sites that are remote from campus.

Individual projects requiring project-specific database management; individualized graphics or manuscript preparation; human or animal protocols; and multiple project-related investigator coordination and communications.

These examples are not exhaustive nor are they intended to imply that direct charging of administrative or clerical salaries would always be appropriate for the situations illustrated in the examples. For instance, the examples would be appropriate when the costs of such activities are incurred in unlike circumstances, i.e., the actual activities charged direct are not the same as the actual activities normally included in the institution's facilities and administrative (F&A) cost pools or, if the same, the indirect activity costs are immaterial in amount. It would be inappropriate to charge the cost of such activities directly to specific sponsored agreements if, in similar circumstances, the costs of performing the same type of activity for other sponsored agreements were included as allocable costs in the University's F&A cost pools. Application of negotiated predetermined F&A cost rates may also be inappropriate if such activity costs charged directly were not provided for in the allocation base that was used to determine the predetermined F&A cost rates.

Appendix A Part 99005 -- Cost Accounting Standards

Departmental Administration

The following guidelines apply to the determination of departmental administrative costs as direct or F&A costs. (A-21, F.6.b)

In developing the departmental administration cost pool, special care should be exercised to ensure that costs incurred for the same purpose in like circumstances are treated consistently as either direct or F&A costs. For example, salaries of technical staff, laboratory supplies (e.g., chemicals), telephone toll charges, animals, animal care costs, computer costs, travel costs, and specialized shop costs shall be treated as direct cost wherever identifiable to a particular cost objective. Direct charging of these costs may be accomplished through specific identification of individual costs to benefiting cost objectives, or through recharge centers or specialized service facilities, as appropriate under the circumstances.

The salaries of administrative and clerical staff should normally be treated as F&A costs. Direct charging of these costs may be appropriate where a major project or activity explicitly budgets for administrative or clerical services and individuals involved can be specifically identified with the project or activity. "Major project" is defined as a project that requires an extensive amount of administrative or clerical support, which is significantly greater than the routine level of such services provided by academic departments. Some examples of major projects are described in Exhibit C.

Items such as office supplies, postage, local telephone costs, and memberships shall normally be treated as F&A costs. (A-21, F.6.b)

Other Normal F&A Costs Treated as Direct Costs

The following additional costs are usually treated as F&A costs, as noted in OMB Circular A-21 Section F.6.b.(3). Such costs may be treated as direct costs only under special or unique circumstances.

Office supplies

Postage

Basic local telephone services on campus

Basic services include phone installation, monthly line charges, basic instruments

Memberships

Justification

These types of costs may be directly charged only if they meet the following requirements:

The project has a special need for the item or service involved that is beyond the level of services normally provided.

The costs can be specifically identified to the work conducted under the project.

The costs are specified in the proposed budget of the sponsored agreement, and the special circumstances requiring direct charging are justified in the proposal.

The sponsoring agency accepts the cost as part of the projects direct cost budget; i.e., the sponsor does not specifically disapprove the cost in the award or in other notices it gives to the University.

Examples

The following are examples of unique circumstances justifying direct charges:

Office supplies/postage

Envelopes used to mail an unusually large number of research questionnaires.

Basic local telephone service on campus

A hotline or crisis line that is specifically required by a grant or contract.

Memberships

A membership in a professional or scientific organization if joining is the only means of obtaining a specific journal or periodical directly related to a grant or contract.

REBUDGETING OF NORMAL F&A COSTS

When a need arises and the sponsoring agencies permit rebudgeting after a project has started, a department may request the rebudgeting of normal F&A costs.

See also 40.23.

40.07_Research_or_Conference_Account_Request.htm

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SPONSORED AGREEMENTS
40.07
Revised 9-08
Controller's Office
335-2058

An account is required for a faculty member or graduate student sponsoring his or her own research.

A new sub-account is required for an existing home account.

An account is required for a WSU internal competition award.

An internal competition is a competitive process in which WSU serves as the grantor or granting agency. The awarding department/area may choose to use an RCAR as the award document if there is no other award document. In some cases an official award letter is issued, rather than an RCAR.

An account is required for a conference, seminar, or workshop related to a sponsored agreement.

A new blanket research account is required.

Blanket research accounts are for use by College of Agricultural, Human, and Natural Resource Sciences (CAHNRS) personnel only.

Other Uses of RCAR

Other uses of the RCAR include requests for accounts for conferences, seminars, or workshops not related to sponsored agreements. Such requests require approval from General Accounting; telephone 335-2013 for assistance.

Account criteria include: beginning date, name of principal investigator, program-budget-project account coding, and appropriate signatures. NOTE: Check the applicable box if requesting a transaction code for credit card processing.

New account requests for purposes other than those listed above require approval from the Office of Grant and Research Development (OGRD) and/or General Accounting, as applicable.

Questions

Direct questions regarding the Research or Conference Account Request to Sponsored Programs Services (SPS), telephone 335-2058.

GENERAL GUIDELINES

This process is not intended to provide a means to by-pass standard institutional approval systems for sponsored programs.

Expenditures

Monies deposited to such accounts are expended in accordance with existing state and University policies.

Title to Equipment

Title to purchased equipment resides with the University.

Intellectual Property

Intellectual property developed using a Research or Conference Account is subject to University intellectual property policies. See Chapter 35 and the Faculty Manual.

Overdrafts/Disallowances

By approving the Research or Conference Account Request, the department chair or designee acknowledges that the department is responsible for any overdrafts or disallowances related to the use of the account.

SELF-SPONSORED RESEARCH ACCOUNTS

Use of Funds

Use of account funds is subject to University policies and procedures and state of Washington regulations and statutes. Regardless of the source, these funds are considered assets of the University. Funds must be expended in a manner that promotes the University-related purposes as documented and approved on the Research or Conference Account Request. If not fully expended, any remaining balance will not be returned to an employee.

IRS

The Internal Revenue Service does not allow an individual to claim as a tax deduction a contribution to a research account under his or her control.

Deposits

Checks payable to WSU from external sponsors may not be deposited to a self-sponsored research account. Accounts supported by external sponsors must be established and approved through the process described in 40.02.

RESEARCH OR CONFERENCE ACCOUNT REQUEST

Proper completion and routing of a Research or Conference Account Request (RCAR) form helps ensure that the account request has the support of area and department officers and is approved by OGRD when required. Complete and/or print the master on 40.07.6 to obtain copies of the form.

Completing the Form

The following numbered instructions correspond to numbers on the sample in the PDF version of 40.07.3. Unexplained form sections are considered self-explanatory.

Department Contact (1)

Enter the name of the administrator who completed the RCAR form and is able to answer questions regarding the sponsored project.

Ag Research Code (2)

For use by College of Agricultural, Human, and Natural Resource Sciences (CAHNRS) Finance Office personnel only.

OGRD # (3)

Complete, if known. Include the activity number, if applicable. This number is available in the OGRD database.

To view the OGRD database, go to:

https://gateway.ogrd.wsu.edu/default.asp

Account Number (4)

New Accounts

Enter the applicable 4-digit budget number. Sponsored Programs Services (SPS) or designee completes this block when the account number is assigned.

Existing Accounts

Provide the program-budget-project number of the existing account.

Principal Investigator (5)

Enter the name of the principal investigator (PI) responsible for the requested project. Enter the full name, not a nickname. If more than one PI is responsible for the requested account, enter the additional names under Remarks.

Begin Date of Account (6)

For all new accounts, enter the appropriate begin date.

For new sub-accounts, enter the begin date which is assigned to the home account.

For existing accounts, leave this field blank.

Termination Date of Account (7)

Enter the appropriate termination date.

New Sub-account

For new sub-accounts, enter the termination date assigned to the home account.

Extension to Existing Account

When requesting an extension to an existing account, enter the revised termination date.

Home Account (8)

If the project account has or will have a home account, enter that account number (program-budget-project). (The home account is the primary account assigned to the project.)

Type of Account (9)

Check the appropriate box to indicate the type of account requested. Account types are:

Self-sponsored research

Blanket research

Award from WSU internal competition

Conference

Sub-account

Other (provide explanation)

Account Extension (10)

If the account is to be renewed after the original termination date, complete a new form at renewal and mark this section.

Refund the Balance (10)

Mark this section if the remaining balance is to be refunded when the account is closed. NOTE: Refunds are not made to WSU employees.

Request Transaction Code (10)

Check this box if the department wants to accept payment through web point of sale (POS) transactions.

Purpose of Account/Reason for Extension/Remarks (11)

Provide a summary explanation and attach documentation to support the action required.

Budget Distribution

Enter the budget distribution for the project account, as applicable.

Single Account Budget (12)

Use this column to enter the budget distribution for a single account budget.

Transfer from Home Account to New Sub-account (13)

The department generally uses these columns to enter the budget distribution from the home account to the new sub-account.

SPS may approve the use of these columns to request a budget transfer from/to accounts other than a home account and/or new sub-account. SPS determines approval for such exceptions on a case-by-case basis. Contact SPS for assistance.

Objects

Transfers from an account must not exceed the object balances for the account. Transfers must be from an object to a like object, unless the sponsor allows rebudgeting.

Expenditure Restrictions (14)

Any approving administrator may impose restrictions on the expenditure of account funds.

Enter the restrictions by budget-object number, if applicable.

NOTE: For expenditure restrictions on funds to be transferred from one account to another, signatures are required from the PIs responsible for both the From and the To accounts.

Approvals (15)

An approving administrator is responsible for assuring that the purpose of the account is consistent with department, college, and University objectives. NOTE: Review and approval of this form is subject to the same criteria as review and approval of other University accounts, including extramural accounts processed in accordance with 40.02.

Route each request through the approval chain indicated at the bottom of the form.

SPS

SPS reviews the form after it has been approved by the other offices and establishes the account.

See the PDF form:
40.07.6: Research or Conference Account Request
Complete and/or print as needed.

35.00_Contents.htm

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SECTION TITLE	NUMBER	PAGES	ISSUE DATE
Use of Washington State University Name and Trademarks	35.10	1-6	10-13
Duplicating and Using Software	35.30	1-2	09-03
Copyrighting and Marketing Original Material	35.35	1-4	10-13
Recordkeeping and Publication Guidelines for Inventors	35.45	1-2	10-13
Invention Ownership and Disclosure	35.50	1-4	10-13
Invention Income Distribution	35.53	1	10-13
The page numbers listed for each section refer to the PDF version of the manual. The issue date refers to the latest revision date for the section.

40.05_University_DUNS_Number.htm

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Departments must use a Dun and Bradstreet Data Universal Numbering System (DUNS) number as an institutional identifier in all sponsored project proposal applications. This requirement is in accordance with federal Office of Management and Budget (OMB) regulations.

The University also uses the DUNS number for various sponsored project accounting activities.

University DUNS Number

It is not necessary for individuals and departments to apply for a DUNS number in order to submit a grant proposal. The central university number should be used and is required on all University business.

The University's DUNS number is 04-148-5301. Departments and individuals at all WSU locations, including the urban campuses and research and extension units, must use this number.

OGRD

The Office of Grant and Research Development (OGRD) is the responsible authority at the University for the DUNS number. For questions regarding the DUNS or Dun and Bradstreet, contact OGRD; telephone (509) 335-9661; or send e-mail to:

ogrd@wsu.edu

40.04_Establishing_and_Terminating_Sponsored_Accounts.htm

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SPONSORED AGREEMENTS
40.04
REV 1-02
Sponsored Programs Services
335-2058 PDF link

ESTABLISHING THE ACCOUNT

Sponsored Programs Services establishes a sponsored account after:

The University receives a signed agreement from the sponsor, and

The grant or contract documentation is processed by the Office of Grant and Research Development (OGRD). OGRD delivers the processed documentation to SPFO.

The University, department, and investigator use the account to track open invoices, expenditures, and revenues related to the sponsored project.

Accounts for sponsored projects are established in programs 11-14. See 30.05 for an explanation of "program."

ADVANCE EXPENDITURES

Process an advance expenditure authorization if it is necessary to initiate purchases prior to receipt of the signed agreement. See 40.23.

ALLOCATION NOTICE

Sponsored Programs Services generates a Sponsored Project Allocation Notice based on allocations and other account attribute data entered into the sponsored projects database. (See sample in the PDF version of BPPM 40.04.2.)

Sponsored Programs Services uses the form for amendments and renewals as well as for new accounts.

Routing

Sponsored Programs Services sends the form to the responsible dean.

Spending

The department and principal investigator may begin spending the amount allocated after the indicated project effective date (or earlier if approved as described in 40.23).

Form Description

Some form sections are self-explanatory or include codes that may not be of interest to departments and investigators. Other form sections are described below. The explanation number is keyed to the corresponding number on the sample.

Account Code (1)

The account code of the sponsored account. See 30.05 for an explanation of the components of the account code.

OGRD No. (2)

Office of Grant and Research Development control number.

Cost Sharing Obligation (3)

The cost sharing obligation for the project.

Allocations (4)

The object allocations for the project. See 70.09 for a description of objects and subobjects.

Previous Budget

The amount previously allocated by object.

Current Adjustment

Current allocation adjustment.

New Budget

The sum of Previous Budget and Current Adjustment. This is the amount allocated.

Grant/Contract No. (5)

Assigned by Sponsored Programs Services for internal use.

Overhead Rate (6)

The facilities and administrative (F&A) cost rate charged the sponsor. See 40.25. To view the current F&A Cost Rate Agreement, go to the Sponsored Programs Services web site at:
http://www.sps.wsu.edu/

ACCOUNT TERMINATION

Ninety days prior to the termination date of the account, Sponsored Programs Services sends a checklist to the department and the principal investigator. The checklist includes items to be reviewed prior to project termination, e.g., Personnel Action changes, agency approvals, cost-sharing considerations, Effort Certification Reports.

The department and principal investigator are not to spend or obligate account monies after the project's termination date. See 40.03 for expenditure deadlines.

Sponsored Programs Services closes the account after:

All outstanding encumbrances and obligations are paid.

All overdrafts are cleared.

Cost sharing obligations are met.

Reports are sent and approved.

Funds are received from the sponsor.

EP1_Policy_on_Budget_Responsibility.htm

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Policy on Budget Responsibility

PDF link

SUMMARY

This policy describes specific actions to be taken by unit administrators to prevent overspending. Annual reports to the President are required.

POLICY

Budgets are allocated to individual units throughout the University to be managed by the unit administrators. Vice presidents, deans, directors, principal investigators and other administrators have both the authority and the responsibility to manage the budgets of the units they administer. Decisions to commit funds for personnel, equipment, laboratory and office supplies, telephone rental, or other resources are largely determined by the unit administrators.

Most budgets are soundly managed and solvent. Deficits in even a few accounts, however, can cause serious problems for the entire institution. The following policies are designed to prevent overspending.

Every administrator is responsible for all budgets within her/his area. Overdrafts are considered a serious personnel issue.

Areas are encouraged to maintain flexibility by holding reserves, by budgeting adequately for non-salary items, and (for academic areas) by using some temporary faculty.

When budget reductions or reallocations are made, units are encouraged to eliminate positions through attrition or reassignment of employees to vacant positions. Even when budgets are stable or growing, areas should review priorities for possible reallocation when vacancies occur.

Once budgets are set, area administrators are expected to cover all contingencies that occur within their areas.

"Spending an account into the red" is not acceptable unless the overdraft is guaranteed in writing from another account.

Training is available to administrators and their staffs on the use of on-line tools to track budgets.

Central offices will not process IRIs, purchase orders, and personnel actions on overdrawn accounts without approval of a vice president.

Periodically the Budget Office projects year-end balances for all areas. Projected deficits are reviewed with the areas in question to identify any additional information that might modify the projections, then forwarded to the appropriate vice presidents and the President. Areas are asked for plans to correct projected over-spending.

Any area completing a fiscal year with a negative balance is required to submit a written plan through the appropriate vice president to the Budget Office showing how the deficit is to be resolved and any debt repaid.

An area that has a deficit or is projected to have a deficit in any fund type is prevented from establishing a new position without a detailed written plan approved by the Budget Office showing how the deficit is to be resolved and the specific source of funds for the new position.

40.34_Effort_Certification_System_Overview.htm

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REQUIREMENT

Federal regulations require that specified employees' activity be periodically reported and certified (Office of Management and Budget Circular A-21).

APPLICABILITY

Effort certification is required for the following WSU employees:

Those whose earnings are charged directly (at least in part) to sponsored agreements.

Those whose earnings include federal appropriation monies (fund 143).

Those who contribute effort for cost sharing purposes. See 40.36.

Certain employees who devote effort to departmental administration. (See explanation below.)

Departmental Administration

Effort Certification Reports are not required for employees who devote 100 percent of their effort to departmental administration and are completely supported by accounts in programs 01-08. Other employees who devote effort to departmental administration must complete Effort Certification Reports. See 40.35. All departmental administrators who contribute effort for cost sharing purposes must also complete Effort Certification Reports.

REPORTING PERIOD

Effort is reported and certified for all eligible employees for the following periods, which roughly correspond to academic semesters:

Fall

August 16 through December 31

Spring

January 1 through May 15

Summer

May 16 through June 30
July 1 through August 15

EFFORT CERTIFICATION FORMS

Effort Certification Report

The activity of each employee paid a regular salary is reported on a separate Effort Certification Report. See 40.35 for instructions.

Daily Activity Report

Temporary employees' effort is recorded on the Daily Activity Report used to report activity for WSU temporary employees. See 60.61. The number of hours worked on each project is certified twice a month by the cognizant supervisor.

40.35_Completing_the_Effort_Certification_Report.htm

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INTRODUCTION

Report the effort of salaried employees on Effort Certification Report forms. Before completing an Effort Certification Report for the first time review the system overview in 40.34.

Distribution

Sponsored Programs Services sends an Effort Certification Report to the employee's home department at the conclusion of each reporting period.

Each Effort Certification Report is to be reviewed, completed, certified, and returned to Sponsored Programs Services by the return date indicated at the top of the form.

The department may make a copy for informational purposes.

Form Completion

Enter the percent of total effort devoted to each effort classification and sponsored agreement. See completion details below. See sample in the PDF version of 40.35.5. Definitions of effort classifications are provided below.

REPORTING EFFORT

Enter in sections A, B, and E the percent of total effort devoted to each classification and sponsored agreement. See the classification glossary link above for classification definitions.

Entering Effort

If actual effort shown in Section A or Section B differs from preprinted values, line out incorrect values and enter appropriate percentages. NOTE: Do not white out or otherwise obliterate preprinted information.

In Section A, indicate significant changes in effort only. Changes in Section A that are not significant should not be reported. As a rule-of-thumb, changes of five percent or more are considered significant.

In Section B, indicate all changes in effort. (NOTE: Effort changes reported in Section B require a corresponding payroll adjustment.)

If values are not preprinted for any or all applicable classifications or sponsored agreements in sections A, B or E, write in appropriate percentages.

40.36_Cost_Sharing_Effort.htm

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OVERVIEW

Certain federal sponsors require that the University pay for a portion of the total costs of a sponsored project on the premise that a mutual interest exists. This University expense is called cost sharing. Commonly, University cost sharing takes the form of a percentage of the academic-year time of one or more involved faculty members plus applicable fringe benefits and facilities and administrative (F&A) costs.

NOTE: Cost sharing may take forms other than faculty salaries, e.g., temporary wages, other current expenses, in-kind contributions. Contact Sponsored Programs Services for more information.

PROVIDING COST SHARING INFORMATION TO SPS

At the start of each project, or whenever the cost sharing obligation increases, departments are to report to Sponsored Programs Services the effective dates of the project, the total cost sharing obligation, and the names and social security numbers for those employees who will be contributing salaries (effort) toward the cost sharing obligation.

A department may use the Cost Share Effort Inquiry Request (CSEIR) form to provide this information to Sponsored Programs Services. See sample in the PDF version of 40.36.2.

REPORTING COST-SHARED EFFORT

Effort Certification Reports are generated for listed employees. See 40.34 and 40.35 for Effort Certification Report instructions.

Cost Sharing Memo

To report cost sharing by an employee who does not receive an Effort Certification Report form, contact Sponsored Programs Services. If requested by Sponsored Programs Services, send a memorandum including the following information:

Name of employee (as appears in payroll records).

The account which supports the effort (program, budget, project).

The account receiving the effort (program, budget, project).

Percent of total effort that was cost shared for the reporting period.

Dates of the reporting period.

Justification and all calculations.

Signature of the principal investigator or other authorized signature.

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SECTION TITLE		NUMBER	PAGES	ISSUE DATE
Fiscal Responsibilities for Grants and Contracts		40.01	1-6	10-04
Proposal Processing and Development		40.02	1-3	04-07
Expenditure Deadlines for Sponsored Projects		40.03	1-2	01-92
Establishing and Terminating Sponsored Accounts		40.04	1-3	01-02
University DUNS Number		40.05	1	07-06
Research or Conference Account Request		40.07	1-5	09-08
	Form: Research or Conference Account Request	40.07	6	09-08
Cost Determination Guidelines		40.09	1-8	10-05
Acquiring Equipment Under Federal Agreements		40.12	1-5	03-00
Management of Equipment Acquired Under Federal Agreements		40.13	1-8	02-10
Transferring Research Equipment to Other Institutions		40.16	1-3	05-05
Cash Advances		40.21	1-7	06-01
	Form: Cash Advance Request	40.21	8	09-06
Sponsored Project Activity Request		40.21	1-9	05-08
	Form: Sponsored Project Activity Request	40.23	10	05-08
Facilities and Administrative Costs		40.25	1-5	12-02
Fixed Price Agreements		40.27	1-2	01-08
Effort Certification System Overview		40.34	1	12-09
Completing the Effort Certification Report		40.35	1-14	12-09
Cost Sharing Effort		40.36	1-2	12-04
The page numbers listed for each section refer to the PDF version of the manual. The issue date refers to the latest revision date for the section.

40.01_Fiscal_Responsibilities_for_Grants_and_Contracts.htm

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OVERVIEW

Grants and contracts are awarded to the University, not to individual investigators, departments, colleges, urban campuses, or other administrative units. Acceptance of a grant or contract by the Office of Grant and Research Development (OGRD) on behalf of Washington State University signifies the University's willingness to assume responsibility for the administration of the funds in accordance with the terms specified by the awarding agency.

FISCAL RESPONSIBILITY

The principal investigator, his or her chairperson, director, dean, urban campus chancellor, and other unit administrators share fiscal responsibility for the grant or contract. These individuals help ensure that the terms of the award are observed and the expenditures incurred during a given period are not in excess of the funds awarded.

Related Policy

See Executive Policy Manual, EP1: Policy on Budget Responsibility.

Roles

The complementary roles of the responsible individuals are as follows:

Principal Investigator

The principal investigator (PI) is responsible for:

Developing an overall plan for the commitment of grant and contract funds.

The PI works with the authorized person(s) in the department, college, or urban campus, and consults other University officers as appropriate to develop the plan.

Approving all expenditure requests to be charged against the grant or contract account.

Reviewing the expenditure of grant or contract funds to ensure that:

Funds are used only for purposes directly related to the activity supported and that the expenditures are reasonable, allowable, and allocable as defined in OMB Circular A-21.

NOTE: Contact OGRD, Sponsored Programs Services (SPS), and departmental administrators for additional information and interpretation regarding OMB Circulars.

Expenditures are consistent with all special terms, conditions, or limitations applicable under the particular grant or contract.

Expenditures do not exceed the total funds authorized for a given period under the grant or contract. In many cases, the grant or contract may also specify expenditure limits by budget category or line item.

NOTE: Management, administrative, and system situations may occur where expenses exceed revenue. It is important to follow the prescribed policies set forth in Executive Policy Manual EP1 to prevent overspending. See also 30.21 regarding overdrafts.

On a regular basis, the principal investigator (PI) reviews the grant or contract account expenditures with appropriate departmental, college, or urban campus administrator(s).

Certifying her or his effort and the effort of other employees working on the project, or arranging for someone with firsthand knowledge of her or his effort to certify the project effort.

The PI or designee uses the Effort Certification System to report effort. See 40.34 and 40.35.

Certifying that all cost sharing obligations for the project have been met. See 40.36.

Initiating requests for expenditure transfers and rebudgeting of costs on the project. See 30.25 and 40.23.

University units must ensure that expenditure transfers are in conformance with the requirements of 30.25.

Initiating and approving subcontract agreements and payments.

Notifying Sponsored Programs Services (SPS) of any program income, e.g., revenue from sales and services of goods developed in conjunction with a sponsored project.

Assuming fiscal responsibility for overdrafts, deficits, uncollectibles, and/or disallowances that occur under a grant or contract account.

See 30.21 and Executive Policy Manual EP1 for information regarding overdrafts and deficits.

Completing all of the following tasks in a timely manner so that an accountant in SPS may submit a final financial report and/or invoice:

Submitting all cost sharing information to SPS.

Posting all expenditures.

Ensuring that all costs are allowable. Factors affecting allowability of costs include:

Reasonableness,

Allocability,

Consistent treatment, and

Conformity of costs to any limitations or exclusions set forth in the sponsored agreement concerning types or amounts of cost items.

Submitting a technical report to SPS, when required.

Unit Administrator

The chair, director, dean, urban campus chancellor, or other unit administrator is responsible for:

Establishing systematic procedures in the department, college, or urban campus for supervision of grant and/or contract accounts.

Providing administrative support for the management of grant or contract accounts.

The unit administrator may delegate this responsibility to the departmental manager, fiscal officer, administrative assistant, or other administrative official.

Consulting with the principal investigator and resolving any overdraft, deficit, uncollectible, and/or disallowance incurred under a grant or contract account.

In the case of an uncollectible or disallowance, the unit administrator may find it necessary to contact SPS for assistance in obtaining an appropriate resolution.

OFFICE OF GRANT AND RESEARCH DEVELOPMENT (OGRD)

The Office of Grant and Research Development (OGRD) has the institutional responsibility for assisting the University's faculty, students, and staff with securing extramural support for scholarly work, research, teaching, and service activities.

Core Responsibilities

The core responsibilities of OGRD are:

Effective information dissemination and outreach,

Efficient proposal and award processing,

Education and training, and

Signature authority to bind the institution to complete the tasks, as guided by the appropriate administrators and principal investigators.

Services

OGRD provides the following services related to grant and contract fiscal responsibility:

Signature authority to bind the University to accept the terms and conditions of a grant or contract.

The Board of Regents, through the President of the University, grants this signature authority to the Director of the Office of Grant and Research Development. Others who are not so authorized do not have the authority to negotiate for or to bind the University.

Sponsored program budget approval, training, and certification.

Establishment and maintenance of current proposal, award, and account setup data and status in the OGRD Electronic Gateway database.

Regular training for faculty and staff in the use of the OGRD Electronic Gateway database.

Education and training for faculty, staff, and student employees regarding the management of sponsored projects. This is a shared responsibility with SPS.

Interaction with SPS and University central administration in the management of sponsored projects.

Employee assistance with issues related to the interpretation of regulations, special terms, conditions, and issues pertaining to University, state, and federal policies and procedures.

Review of sponsor financial status and determination of appropriate actions for poor financial status. Appropriate actions may include, but are not limited to: requiring advance payments, obtaining credit reports, requesting financial statements, or reference letters and/or reference checks.

NOTE: If OGRD determines that a sponsor exhibits poor financial status, the department must provide written approval for OGRD to execute the agreement.

SPONSORED PROGRAMS SERVICES (SPS)

Sponsored Program Services (SPS) has the institutional responsibility for assuring the Regents, the public, and the sponsoring organization that the University has adequate systems for fiscal accountability and internal controls in place for managing funds awarded to WSU.

To fulfill this responsibility, SPS:

Provides fiscal administration for grants and/or contracts, cooperative agreements, subcontracts, and financial assistance agreements negotiated with federal, state, and private sponsors.

Interacts with OGRD and the University central administration in the management of sponsored project activity.

Educates and trains staff and the research community regarding the management of sponsored projects (shared responsibility with OGRD).

Requests the establishment of international bank accounts and manages the transfer of funds and financial reporting.

Establishes accounts in a central database and inputs budget allocations in a timely manner. SPS codes accounts for editing and processing rules and account aggregation selections.

This financial data assists PIs and/or departmental administrators in making intelligent fiscal and programmatic decisions during the course of a sponsored project.

NOTE: To ensure that PIs and departmental administrators know how to access financial data, SPS and Business Services provide training through Human Resource Services (HRS) in the use of the BALANCES, FACTS, and Datawarehouse systems. Contact SPS or the HRS Employee Development unit for more information.

Maintains data systems for:

Monitoring sponsored projects,

Receivables,

Overdrafts,

Revenues,

Effort certifications,

Cost sharing,

Invoices,

Letter of credit draws,

Electronic funding, and

Timely financial reporting.

Prepares and submits financial reports, invoices, property reports, and patent reports in accordance with award terms and conditions.

SPS, the departments, and the PIs share responsibility for the timely submission of final financial reports. See above.

Obtains and/or provides audit reports for subrecipient compliance with OMB Circular A-133. In addition, SPS conducts desk audits and/or site visits for subrecipients when necessary.

Provides assistance to departmental, college, and urban campus administrators, and PIs for interpreting regulations, special terms and conditions, and responding to issues pertaining to University, state, and federal policies.

Periodically notifies departments of overdraft accounts. See 30.21.

Annually calculates federal interest for WSU accounts and refunds accrued interest to the U.S. Department of Health and Human Services.

Maintains project files in accordance with state and federal guidelines and/or regulations. See 90.01.

ASSISTANCE

Direct questions relating to accounting matters or requests for assistance with establishing recordkeeping systems for monitoring grant and contract expenditures to SPS; telephone 335-2058.

70.24_Acquisition_of_Computer_Equipment_Services_or_Software.htm

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POLICY

Each department is responsible for complying with the computer purchasing requirements and procedures outlined in this policy.

Purchase Cost Under $10,000

For computer equipment, services, or software purchases under $10,000 (not including tax and shipping), departments may select vendors with or without state purchasing contracts and without undergoing a bidding process.

Departments may contact Purchasing Services for a current list of available state contract vendors or for other assistance. See also "Approved Purchasing Contracts" below.

Purchase Cost $5000 or Less

For purchases totaling $5000 or less, departments may:

Submit a Department Order directly to the vendor (see 70.07),

Process a purchasing card transaction directly with the vendor (see 70.08), or

Submit a Department Requisition to Purchasing Services to process the purchase with the vendor (see 70.10).

Purchase Cost Over $5000

Departments submit a Department Requisition to Purchasing Services to process purchases in excess of $5000. See 70.10.

Include the following information with the Department Requisition:

Name, address, contact telephone, and contact e-mail address for selected vendor,

Written quote from vendor for requested purchase items, and

Brief explanation of why vendor was selected as the "sole source" or best choice for the department.

Purchasing uses this information to verify with the vendor that the prices quoted are the best ones available to WSU.

Purchase Cost Over $10,000

The Washington Department of Enterprise Services (DES) requires that WSU competitively bid computer equipment, services, or software purchases that exceed $10,000. Purchasing Services coordinates the bidding process for University departments. See 70.13.

Purchases over $10,000 which are prepared under approved state contracts do not undergo the bidding process. Purchasing Services processes approved state contract requests immediately upon receiving the Department Requisition.

Departments may contact Purchasing Services for a current list of available state contract vendors or for other assistance. See also "Approved Purchasing Contracts" below.

Department Requisition

For computer equipment, services, or software purchases over $10,000, departments submit a Department Requisition to Purchasing Services.

Include the following information with the Department Requisition:

Name, address, contact telephone, and contact e-mail address for selected vendor,

Written quote from vendor for requested purchase items, and

Brief explanation of why vendor was selected as the "sole source."

Refer to the sole source guidelines available from the Purchasing Services Standard Procurement Documents website at:

http://purchasing.wsu.edu/StandardProcurementDocuments.html

Purchasing Services bids the requested purchase if the vendor is not the sole source for the equipment, services, or software. See 70.01 for a discussion of sole source vendors.

APPROVED PURCHASING CONTRACTS

The following web pages provide information for purchasing computers under state and/or University contracts:

Apple Computer

To view WSU/Apple Computer contract purchasing information and prices, go to:

http://store.apple.com/us/browse/home/education_routing/

DES Master Agreements

To view DES master agreements for computer purchases, go to:

http://des.wa.gov/services/master-contracts

The DES master agreements include major computer vendors.

CIS/CTC Contracts

To view Center for Information Services/Community and Technical Colleges contracts for purchasing computers, go to:

http://www.cis.ctc.edu/pub/contracts.htm

The CIS/CTC contracts include major computer vendors.

70.21_Contracts_and_Leases_for_Goods_and_Services.htm

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CONTRACTS

The University negotiates contracts for purchases of goods and services which do not adapt themselves to traditional field order procedures. One example might be a contract with a private party or firm to develop a promotional video. Contracts require detailed terms and conditions addressing each party's responsibilities and the nature of the work involved.

Leases

Leases are one kind of contract and are appropriate when traditional field order procedures are not adequate. They are used frequently to purchase the use of equipment. For example, a lease is appropriate for certain photocopy equipment.

Occasionally, WSU enters into a lease-purchase contract for certain equipment items. Most lease-purchase agreements are financed through the state's lease-purchase program. Contact Purchasing Services for more information.

Duration

The lease and the contract usually have duration of one to five years. A traditional purchase order is typically completed in less than one year.

Responsible Offices

Contracts and leases for purchases of goods and services are processed through Purchasing Services. See 10.11 for other types of contracts and responsible offices.

Other Contracts

See 70.50 for instructions regarding personal services contracts. See 10.11 for processing other types of University contracts. See Chapter 40 regarding processing sponsored project contracts.

PROCESSING

Complete a Departmental Requisition to initiate a contract for the purchase or lease of goods and services. See 70.10 for general instructions regarding the Departmental Requisition.

Memorandum of Agreement

Purchasing Services prepares an agreement containing the appropriate terms and conditions of the contractual arrangement.

Contractor's Forms

The contractor or lessor may furnish forms. These forms are used by the University upon review and approval of the Office of Finance and Administration and/or the Attorney General's Office.

Contract Number

Purchasing Services secures a unique contract number assigned by the Controller's Office. This number is used for filing and payment reference.

Distribution

Purchasing Services distributes copies of the contract or lease as follows:

Contractor

Two unsigned copies or two signed originals are sent to the contractor or lessor who signs and returns one original to Purchasing Services.

Controller's Office

The signed original is filed with the Contracts Desk in the Business Services-General Accounting Office.

Purchasing Services

A copy of the completed contract is kept by Purchasing Services.

Department

A copy of the completed contract is sent to the contracting or leasing department.

PAYMENT PROCEDURES

Contractor's Invoice

The contractor bills WSU with a printed invoice. If an invoice is not available, a State of Washington Invoice Voucher prepared by the WSU contracting department and signed by the contractor may be substituted. See 30.45.

Contract Number

The department puts the contract number on the invoice. If the State of Washington Invoice Voucher is used, the department puts the contract number in the order number box.

Approval

An authorized departmental representative must approve each payment before the Controller's Office can pay the contractor. The representative signs the invoice and routes it to the Contracts Desk in the Business Services--General Accounting Office.

AUTHORITY TO NEGOTIATE AND SIGN CONTRACTS

Purchasing Services negotiates and signs most contracts and leases for goods and services between WSU departments and outside vendors.

General Authority

In addition, the following WSU officers have broad authority to negotiate and sign contracts and leases with outside vendors.

Vice President for Finance and Administration

Associate Vice President for Finance

Specified Authority

Certain WSU officers have authority within specified areas of responsibility to negotiate and sign contracts and leases with outside vendors. Address questions about specified authority to the Office of Finance and Administration; telephone 335-5524.

See 10.10 for a discussion of delegation of contractual authority.

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This section explains the University contracting process and provides assistance to departments in the development, drafting, and processing of contracts.

A proposed contractual relationship or transaction that would commit University resources of any nature must be reduced to a written agreement. The agreement must be approved by appropriate University officials and signed by a University officer who has received written delegated authority from the Board of Regents or the President to sign such agreements. See 10.10.

Contract Defined

A contract is an agreement between two or more parties creating obligations that are enforceable or otherwise recognizable at law.

Central Contract Administration Offices

Several central administration offices process contracts for the University.

Office	Contract Types	Other BPPM References
Finance and Administration (telephone 335-5524)	Real Estate (sales/purchases/leases)	20.45
	WSU Facilities Use
	Interlocal and Interagency Agreements (between WSU and other governmental entities)
	Revenue-generating Agreements
	Performances (Beasley)
	Academic Programs (domestic and international)
	Affiliation Agreements (internships/student teaching)
	Miscellaneous Agreements
Purchasing Services (telephone 335-3541)	Personal Services Contracts	70.50
	Purchased Services	60.01
	Equipment	Chapter 70
	Software	70.24
	Goods	Chapter 70
	Performances (not Beasley)	70.21
Office of Grant and Research Development (OGRD) (telephone 335-9661)	Sponsored Projects	Chapter 40
Human Resource Services (HRS) (telephone 335-4521)	Personnel	Chapter 60
Provost's Office (telephone 335-5581)	Faculty Employment	60.11, 60.25
Capital Planning and Development (telephone 335-5571)	Major Capital Construction (including consulting)
Facilities Operations (telephone 335-9000)	Minor Capital Construction (including consulting)	80.56

General Questions

For answers to general questions about contract processing, contact the Office of Finance and Administration; telephone 335-5524.

Complex Agreements

Any central contract administration office may request assistance from the Associate Vice President for Finance when an agreement is unusually difficult to draft or negotiate or requires executive-level involvement.

CONTRACT PROCESSING PROCEDURES

To process a contract, departmental personnel initially contact the appropriate central contract administration office. (See table above.)

Exceptions

The procedures in this section do not apply to contracts processed through the Office of Grant and Research Development (OGRD), Capital Planning and Development, and Facilities Operations.

Standard Procedures

The standard procedures in this section apply to contracts processed by Finance and Administration, Purchasing Services, and Human Resource Services (HRS).

The proposing department is responsible for negotiating and preparing the initial draft of the agreement in accordance with this and other applicable BPPM sections.

The central contract administration office provides model agreements for use as contract templates.

Contracting Steps

Contracting is made up of five distinct steps: negotiation, drafting, review, approval, and performance.

NOTE: During the negotiation, drafting, and review stages of contract preparation, the negotiator and other University representatives often provide the other party with information regarding contract terms and conditions. The response from the other party may require additional negotiation, redrafting, and further review.

Negotiation

The proposing department is responsible for negotiating the terms and conditions that are unique to the requested agreement, e.g., scope of work, quantity, quality, price, deliverables, timelines, work product. The terms and conditions include all rights, responsibilities, and obligations of the contracting parties.

The individual with the most knowledge of the desired relationship or transaction should conduct the negotiations. The proposing department may request assistance with negotiations from Purchasing Services or other central contract administration office.

The negotiator is to make it clear to other parties that ultimate University approval of the contract can only be conferred by a University official holding delegated authority to sign contracts on behalf of the University.

Drafting

The proposing department is responsible for originating contract drafts and providing supporting information. The contract draft must include standard University terms and conditions applicable to the type of contract being drafted. The appropriate central contract administration office may provide assistance. (See table above.)

Specific model templates are available from the appropriate central contract administration offices. See the agreement template in the PDF version of 10.11.8-11 for general guidance regarding agreement preparation. This general template may be used if the central contract administration office does not provide an applicable model template.

NOTE: The use of a model template substantially expedites the University review and approval process.

Review

The proposing department completes a Contract Review Sheet that summarizes the proposed contract and indicates potential commitments of University resources, and provides for signatures of reviewing officers. The Contract Review Sheet is routed with the proposed contract.

See 10.11.7 for a PDF template of the Contract Review Sheet. The template may be completed onscreen and printed.

The following information must be included on the Contract Review Sheet.

A description of the proposed relationship or transaction.

An explanation of how the proposed agreement relates to a mission or program of the proposing department.

A description of the resources to be committed (e.g., staff, money, equipment, land, best efforts, or other assets) and duration of the obligations.

The account coding for the supporting budget if the University is required to make payment.

The names and signatures of University officers who have read and also recommend the terms and conditions of the contract.

Central Contract Administration Office

Route the initial draft of the proposed contract and the completed Contract Review Sheet to the appropriate central contract administration office. (See table above.)

EXCEPTION: See 40.02 for review and approval of sponsored agreements.

The proposing department and central contract administration office refine and revise the draft until the reviewing parties are satisfied that the contract is in final form.

The proposing department should allocate adequate time for this part of contract preparation. Early review of the draft by the central contract administration office usually expedites the contract preparation.

Other Review

When a draft contract involves the following issues, the central contract administration office ensures that appropriate offices review the document.

Ethics issues: Office of Internal Audit (telephone 335-2001)

Legal issues, e.g., indemnification, arbitration, legal authority to enter the contract: Attorney General's Office (telephone 335-2636)

Billing or tax issues: Controller's Office (telephone 335-2022)

Patent rights, copyrights, trademarks, data rights: Office of Commercialization (telephone 335-5526)

Insurance: Risk Management (telephone 335-6893)

Approval

The proposing department obtains administrative approval. The appropriate central contract administration office obtains approval as to form and final approval.

Administrative Approval

The proposing department is responsible for obtaining appropriate administrative approval to proceed with the agreement, usually before the contract is in final form.

Written approval by unit administrators constitutes affirmation that the approvers have read and reviewed the proposed contract that documents the transaction or relationship, understand the commitments and risks undertaken, have the funds or resources to support contract requirements, and recommend the approval and execution of the agreement.

A department or college may impose internal approval processes in addition to the University requirements described here.

Academic Departments

A contract originating with an academic department should be approved by the dean or equivalent area administrator.

Nonacademic Departments

A contract originating with a nonacademic department should be approved by the responsible unit manager, director, and vice president or associate vice president or equivalent area administrator.

Approval "As to Form"

The central contract administration office obtains approval "as to form" from the Office of the Attorney General when the contract deviates from one of the model templates.

This approval merely indicates that all elements necessary to create a formal contract are present and that there is nothing that is contrary to state law in the agreement. Approval as to form does not confer approval of the proposed transaction on a policy level or indicate whether or not the proposed agreement and terms are beneficial or detrimental to the University.

This step may take several days. The central contract administration office should route the contract to the Office of the Attorney General several days in advance of any deadline to provide adequate review time.

Final Approval

Signature by an officer with delegated contract authority constitutes the official University final approval of the contract. This signature may be obtained either before or after signatures by other parties to the agreement. If any party seeks to make changes to a previously-signed contract, all signers of the contract must initial such changes.

Only those with delegated contract authority originating with the Board of Regents may sign agreements for and on behalf of the University. See 10.10. The Board of Regents by resolution has delegated certain contract authority to the President. The President has delegated in writing specific parts of that authority to the Vice President for Finance and Administration and other specifically named University officials. NOTE: Certain contracts require the approval of the Board of Regents, e.g., construction contracts over $500,000.

Performance

The proposing department is responsible for the contract performance. Likewise, any obligations indicated in the contract remain with the unit, department, or college requesting the relationship or transaction. As such, during the administrative review the approving dean or director should carefully review the agreement for commitments the department will be required to provide or elicit from other parties.

If during the performance of the contract, it becomes apparent that contract changes are required, the proposing department initiates a revised contract proposal and processes the proposed contract using the procedure in this section. Such changes might include extending the time of performance, changing the scope, or changing costs.

Problem Resolution

The proposing department should seek assistance from the responsible central contract administration office when resolving contract problems. If the resolution results in a change in terms and/or conditions, the new contract must be approved by a University officer holding delegated signature authority. If the problem involves litigation or potential litigation, the central contract administration office seeks the assistance of the Attorney General's Office.

See the PDF master form:
10.11.7: Contract Review Request
Complete and print as needed

Use a model agreement provided by the central contract administration office when preparing a contract. If no model agreement exists, refer to the Agreement Template on 10.11.8-11.

10.10_Delegation_of_Contractual_Authority.htm

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OVERVIEW

State laws grant the Board of Regents authority to administer and govern the University.

State law (RCW 28B.10.528) provides authority for the Board of Regents to delegate these responsibilities to the President.

The President may delegate the authority to sign contracts to other University officials. Other University officials may not delegate contract signature authority. The President may withdraw or reassign any delegation.

Only those officials holding delegated contract signature authority may sign contracts or agreements that commit University resources. Delegated officials must comply with all purchasing, travel, and/or other University policies, as well as applicable laws and regulations when committing University resources in contracts. See 10.11 for agreement processing procedures.

DELEGATION

The Regents delegated the authority to handle matters pertaining to the general business and financial affairs, organization, and management of the University to the President. The resolutions include the scope of authority delegated, the reason for the delegation, and the authority to delegate to others.

DELEGATION PROCESS

The process for delegation of contractual authority is as follows:

An executive officer at the vice president level submits a request for delegation of contractual authority for a subordinate official to the Vice President for Finance and Administration.

The Office of Finance and Administration arranges to conduct training with the official for whom contractual authority is sought.

After the official successfully completes contracts training, the Vice President for Finance and Administration submits a recommendation to the President. If the recommendation is that the official receive the delegation, the Vice President for Finance and Administration also sends a draft delegation letter to the President for his or her signature.

If approved, the President signs the delegation letter.

The Office of Finance and Administration sends the original signed delegation letter to the official receiving the delegation, retains a copy of the delegation letter, and forwards copies to the Attorney General's Office and Purchasing Services for their records.

The Office of Finance and Administration maintains a file of delegation of authority letters which is available to auditors, vendors, attorneys, and anyone who is interested in delegation issues. To view the letters, contact the Office of Finance and Administration or see the Contracts Office Delegation of Authority website at:

http://contracts.wsu.edu/DelegateList.html

Removing Delegation

To remove a contractual authority delegation when duties change, the employee's supervisor submits a written request for removal of delegation to the Office of Finance and Administration. The request must include the effective date of the removal.

When an employee with contractual authority terminates employment with the University, the appropriate dean or vice president is responsible for ensuring that the department notify the Office of Finance and Administration in writing. (See also 60.74 regarding employee departure procedures.)

The Office of Finance and Administration removes the employee's name from the list of employees with delegated contractual authority on the Contracts Office website. The Office of Finance and Administration forwards a copy of the written request to remove the delegation or written notification of termination to the Attorney General's Office for their records.

80.25_Addressing_Foreign_Mail.htm

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REQUIREMENTS

The U.S. Postal Service (USPS) requires complete adherence to the following regulations regarding addressing foreign mail.

Envelope

The sender must place all foreign letter mail in envelopes. Non-envelope mail, e.g., folded self-mailers or paper folded to make a non-envelope mailer, may not be sent outside the U.S.

Customs Declaration Forms

A customs declaration form is not required for a parcel weighing less than one pound.

The sender must complete customs declaration forms for each parcel weighing over one pound. Two customs declarations forms (PS Form 2976 and PS Form 2976-A) are used, in accordance with postal standards and the requirements of the country to which the item is being mailed.

Senders may contact the campus mailing services department for assistance in determining which customs declarations are required and to request the appropriate forms, or may order the forms from the USPS Custom Forms website at:

http://www.usps.com/international/customs.htm

To complete the PS Form 2976: Customs Declaration-Sender's Declaration and the PS Form 2976-A: Customs Declaration and Dispatch Note, the sender must:

Provide a complete description of each article in the parcel, even if it contains commercial samples, gifts, or merchandise.

General descriptions such as "food," "medicine," "gifts," or "clothing" are not acceptable. The description must be in English, although an interline translation in another language is permitted.

State the exact quantity of each article in the parcel.

Declare the value, in U.S. dollars, of each article in the parcel.

The sender may declare that the contents have no value. Declaring no value does not exempt the item from customs examination or charges in the destination country.

Show the total weight of the parcel, if known. (The campus mailing services office weighs parcels and completes this portion of the forms. See below.)

Indicate in the appropriate check box on the forms whether the parcel contains gifts, merchandise, or commercial samples. If not, the sender does not check these boxes.

Enter sender's full name and return address in the blocks indicated.

Sign and date the forms in the blocks indicated on all parts of the forms.

The sender's signature certifies that all entries are correct and that the parcel contains no dangerous material prohibited by postal regulations.

Place PS Form 2976-A into a Customs Declaration Envelope -- CP91. Affix the envelope to the address side of the item but do not seal the envelope.

Affix PS Form 2976 to the address side of the item and present it for mailing.

Destination Name

The name of the city and country of destination must be written in full in capital letters. The country name must be the last item in the address. The city and country must be in English, and not abbreviated. If the information is not typewritten, it should be legibly printed.

Destination Address

The entire address must be legible. Use Roman letters and Arabic numbers. The address must be placed lengthwise on only one side of the mail.

Sender Address

The complete address of the sender, including ZIP Code, must appear in the upper left corner of the address side.

Addressee

Use at least the entire right half of the address side of the piece of mail for the address of the addressee, postage stamps or postage-tape impressions and the service labels, and notations (postmarks, etc.). Place the name and address in the lower right, leaving the space above free for postage and marking.

Addresses in Foreign Characters

Addresses in foreign characters, e.g., Russian, Greek, Arabic, Hebrew, Japanese, or Chinese must include an interline English translation of the names of the destination's post office, province and country. Examples:

Hungary

Hungarian Academy of Science
Magyar Tudomanycs Akademia Konyutara
Akacemia-VTCA 2
BUDAPEST, V.
HUNGARY

New Zealand

Biology Library
Victoria University of Wellington
Private Bag
WELLINGTON
NEW ZEALAND

Japan

Japan Publications Trading Co., Ltd.
2-1, Sarugaku-cho 1-chome, Chiyoda-ku
TOKYO 105
JAPAN

CANADA

For mail deposited in the U.S. domestic mail for eventual delivery in Canada, use of the Canada Postal Code is not mandatory. Mailers are encouraged to use the code to simplify mail processing and speed delivery.

Country Name

CANADA (in capital letters) must be included in the address.

Accepted Address Formats

Recommended

John Doe
1010 Any Street
OTTAWA ON CANADA
K1A OB1

Processing

Mail will be processed by optical character reading equipment.

When the Postal Code is isolated on the last line, CANADA must be the last item on the preceding line.

Acceptable

John Doe
1010 Any Street
OTTAWA ON KIA OB1
CANADA

Processing

The second address format provides mechanized sorting but does not provide for processing on the optical character reading equipment.

Mailing Lists

Update service for mailing lists can be achieved in the following ways:

Short Lists

University mailing services offices have sets of Canadian directories which may be used to update short lists.

Occasional Lookup

For occasional lookup of postal codes, call the campus mailing services office (see below) or go to the Canada Post website at:

http://www.canadapost.ca/

ABBREVIATIONS FOR CANADIAN PROVINCES

Province
Abbreviation

Alberta

AB

British Columbia
BC

Manitoba
MB

New Brunswick
NB

Nova Scotia
NS

Northwest Territory
NT

Ontario
ON

Prince Edward Island
PE

Quebec
PQ

Saskatchewan
SK

Yukon Territory
YT

Newfoundland
NF

ASSISTANCE

University mailing services departments at the Pullman, Spokane, Tri-Cities, and Vancouver campuses provide assistance with preparing, addressing, and sending foreign mail.

For more information concerning mail services at each of the campuses, see the following:

WSU Pullman Mailing Services

Website: http://publishing.wsu.edu/mailing-services/

Telephone: 335-2104

WSU Spokane Mail Services; telephone 509-368-6995.

WSU Tri-Cities Copy and Mail Distribution Center; telephone 509-372-7273.

WSU Vancouver Plant Services Shipping and Receiving

Website: http://admin.vancouver.wsu.edu/mailroom

Telephone: 360-546-9708.

80.24_Outgoing_Mail.htm

Posted in:SERVICES

version 0 ([revision_count] revisions)

Posted on January 06,2014 by jeremy.bass

OVERVIEW

In order to expedite delivery of outgoing mail, University departments are to prepare mail in accordance with guidelines in this section.

This section provides instructions for paying for postage, preparing mail, and requesting special mail services.

Mail Processed by University Mailing Services Departments

Official WSU outgoing U.S. mail is picked up, processed, and mailed by University mailing services departments at the Pullman, Spokane, Tri-Cities, and Vancouver campuses.

See 80.20 for more information regarding the role of University mailing services.

WSU Pullman

For more information concerning WSU Pullman mail services, see the Mailing Services website at:

http://publishing.wsu.edu/mailing-services/

or telephone 509-335-2104.

WSU Spokane

For more information concerning WSU Spokane mailing services, contact Mail Services at 412 E. Spokane Falls Blvd., SCF 410A; telephone 509-368-6995.

WSU Tri-Cities

For more information concerning WSU Tri-Cities mailing services, contact the Copy/Mail Center; telephone 509-372-7273.

WSU Vancouver

For more information concerning all WSU Vancouver mail services, see the WSU Vancouver Mailroom website at:

http://inside.vancouver.wsu.edu/

or telephone 360-546-9708.

Returned Merchandise (Regional Campuses Only)

Returned merchandise from regional campus offices is routed through the applicable campus mailing services department. The mailing services departments at the urban campuses, e.g., Spokane, Tri-Cities, and Vancouver, also serve as the campus shipping and receiving departments.

Mail Not Processed by University Mailing Services Departments

Returned Merchandise (WSU Pullman Only)

Returned merchandise from WSU Pullman departments is not routed through Mailing Services. Merchandise returned to a vendor for any reason is processed through Central Receiving. See 80.15.

Personal Mail

Personal mail is not processed by University mailing services even if stamped by the senders. Senders must deposit personal mail in a U.S. Postal Service (USPS) box or an appropriate off-campus location, not in a University mail box.

WSU Pullman and WSU Spokane

At WSU Pullman and WSU Spokane, the mailing services departments return personal mail to the sender or the sender's unit administrator.

Inspection

Normally, University mailing services departments do not open any outgoing mail or parcels. The campus mailing services department attempts to notify the sender before opening an item.

University mailing services personnel inspect the contents of outgoing items for any of the following reasons:

The rating designated by the sender violates postal regulations.

The mail or parcel is not rated or is clearly incorrectly rated. (In such a case the designated classification could be changed to a more favorable rate.)

The contents are not identified by the sender.

The item appears to be in violation of USPS policies.

POSTAGE

Departmental accounts pay postage costs of mailing parcels and letters.

Charging Costs to Account

Departments attach bar code stickers or the notations indicated below to outgoing mail. Stickers or notations identify departmental accounts supporting postal charges.

WSU Pullman

To authorize postal charges recorded by bar codes, each WSU Pullman department issues a blanket IRI to Mailing Services at the beginning of each fiscal year. See 70.06 for information about blanket IRIs.

Ordering Bar Code Stickers

Departments order pressure-sensitive bar code stickers from Mailing Services. Departments may order barcodes online from the Mailing Services website at:

http://publishing.wsu.edu/onlineforms/renderer.aspx?FormID=5

Departments may also order barcodes by submitting a Bar Code Sticker Order Form to Mailing Services. Mailing Services provides the order forms to departments upon request.

Indicate the supporting budget/project, the department name, and the campus mail code.

Delivery

When Mailing Services delivers the postage bar code stickers, check the delivery to make sure all ordered materials are included and that the correct budget/project is indicated.

A departmental representative signs a security card verifying receipt of the order.

Storage

Store bar code stickers in a secure location.

Using Bar Codes

Separate Into Bundles

Separate mail into the following bundle categories. Bundle sealed mail and unsealed mail separately.

Domestic letters and postcards

Foreign letters and postcards

Domestic large envelopes, magazines, catalogs

Foreign large envelopes, magazines, catalogs

Business reply postage-paid envelopes and stamped envelopes

Place a rubber band around each bundle.

Attach Stickers

Bundles

Attach a bar code sticker under the return address of the first piece of mail in each bundle. (Do not attach stickers to bundles of stamped envelopes or postage-paid envelopes.)

University mailing services encourages departments to use only one bar code sticker per bundle. The campus mailing services department assesses a surcharge if bar code sticker use is excessive.

Boxes/Packages

Attach a bar code sticker to each piece.

Emergency Mail (WSU Pullman Only)

Place emergency mail in a white emergency mail envelope. Attach the bar code sticker to the first piece of mail in each bundle. See 80.20 for emergency mail pickup locations and times.

WSU Spokane

A WSU Spokane sender must write her or his department's assigned three-digit or four-digit mail code under the return address area on the U.S. mail item.

Late Mail Pickup (WSU Spokane Only)

WSU Spokane Mail Services provides late pickup for small quantities of mail, which senders may drop off at the Academic Center in the Student Affairs Office, room SAC 130, no later than 3:00 p.m.

WSU Tri-Cities

A WSU Tri-Cities sender may write his or her department's five-digit mail code under the return address on the U.S. mail item.

WSU Vancouver

A WSU Vancouver sender may write the approved eight-digit budget/project account number under the return address on the U.S. mail item.

Purchasing U.S. Postage

From US Post Office

To buy postage from a US Post Office, complete a State of Washington Invoice Voucher. (See 30.45.) Indicate "Postmaster -- (city)" as the vendor. WSU Pullman offices include the name and telephone number of the departmental contact. Offices at other locations indicate the department's mailing address.

Route the Invoice Voucher to the Revenue Desk in the Controller's Office. The Controller's Office prepares a check for the amount of the postage. When the check is ready, the Controller's Office telephones the WSU Pullman office or mails a check to the non-Pullman location. The department takes the check to the local US Post Office and purchases the postage.

Advantages of Metered Mail

Departments are to use U.S. stamps for emergencies only. Metering of mail by the campus mailing services is more efficient because:

Campus mailing services meters all unstamped mail. This assures that proper postage is included.

Unmetered mail is handled separately by USPS. This is an extra step which can slow delivery.

MAIL PREPARATION

See also special preparation instructions below for various mail classes and services.

Addresses

The USPS recommends that addresses be prepared as follows:

Machine print or type the address. Do not use script.

Use ALL CAPITAL LETTERS.

Do not use punctuation. Use one or two spaces instead of periods, commas, etc.

Use black ink on a white background.

Characters should not touch or overlap each other.

Print or type the address parallel to the bottom edge of the envelope. The address should not be slanted.

Place the address in the middle of the envelope or label.

Put attention lines first.

Include room (RM), suite (STE), and apartment (APT) numbers and directionals, e.g., north (N), east (E), etc., when available.

Use the USPS-approved abbreviations for states. See below. See 80.25 for Canadian province abbreviations.

State Abbreviations

AL Alabama IL Illinois NH New Hampshire UT Utah

AK Alaska IN Indiana NJ New Jersey VT Vermont

AZ Arizona IA Iowa NM New Mexico VA Virginia

AR Arkansas KS Kansas NY New York VI Virgin Islands

CA California KY Kentucky NC North Carolina WA Washington

CZ Canal Zone LA Louisiana ND North Dakota WV West Virginia

CO Colorado ME Maine OH Ohio WI Wisconsin

CT Connecticut MD Maryland OK Oklahoma WY Wyoming

DE Delaware MA Massachusetts OR Oregon

DC District of Columbia MI Michigan PA Pennsylvania

MN Minnesota PR Puerto Rico

FL Florida MS Mississippi RI Rhode Island

GA Georgia MO Missouri SC South Carolina

GU Guam MT Montana SD South Dakota

HI Hawaii NE Nebraska TN Tennessee

ID Idaho NV Nevada TX Texas

Put the ZIP Code on the last line next to the city and state. Include the ZIP+4 Code if known. Use a hyphen between the five-digit ZIP code and the four-digit ZIP+4 Code. For occasionally-used ZIP Codes, telephone the campus mailing services office (see above) or go to the USPS website at:

http://www.usps.com/

University mailing services offices also have sets of mail code directories for Canada.

Return Addresses

All mail must have a departmental WSU return address in the upper left corner. University mailing services recommends that the sender include his or her name.

If there is no return address, and if the campus mailing services department cannot determine the office or origin, the item is sent to the USPS Dead Letter Office.

Mail with a home return address is not metered by any University mailing services department even if it is official business.

WSU Campus Mail Codes

Include the department's campus mail code after the USPS ZIP Code. (Departmental campus mail codes are also ZIP+4 Codes.)

Example: 99164-1025

1025 = Campus Mail Code (ZIP+4 Code)

99164 = USPS ZIP Code

Include the hyphen between codes.

Pullman Codes

All University offices in Pullman use the 99164 ZIP Code in return addresses.

Envelopes

Odd-Shaped Items

Indicate "HAND CANCEL" on all envelopes containing odd-shaped items, e.g., paper clips, pens, slides, etc. These items interfere with the operation of the postage meter.

Insert bound material with the binding at the bottom of the envelope to avoid interference with the operation of the postage meter.

Mail bulky material or material that does not crease well when folded in a large manila envelope rather than a letter-size envelope. If placed in a letter-size envelope, the sender must seal the envelope before sending it to the campus mailing services office.

NOTE: Surcharges apply for odd-shaped items. See below.

Sealing

University mailing services departments at all campuses except WSU Spokane seal mailings of ten or more letter-size envelopes of the same weight if they are nested and banded by the department.

Large manila envelopes must be sealed by the sender.

WSU Spokane

WSU Spokane senders must submit all envelopes to Mail Services with the flaps down and not nested. Mail Services is able to seal mail in quantities of ten or more if the envelopes are letter size.

Dimensional Standards for Letter-Size Mail

Use the Dimensional Standards Template available from WSU Pullman Mailing Services and WSU Spokane Mail Services to determine whether a piece of mail meets the USPS size standards. The tip of the upper-right corner must touch the shaded area.

Minimum Size Standards

Pieces are nonmailable if less than 3.5 inches high and 5 inches long. Pieces must be at least .007 inch thick.

Minimum Size Exceptions

Exceptions:

Pieces of more than one-fourth of an inch thick do not have to measure at least 3.5 inches by 5 inches, e.g., film mailers.

Keys, identification cards, and tags are exempted from all but the minimum thickness standard.

Surcharge

A nonmachinable surcharge is assessed for a first-class letter weighing less than one ounce or a standard rate letter weighing less than 3.3 ounces if the letter has any of the following seven characteristics:

Has an aspect ratio (length divided by height) of less than 1.3 or more than 2.5.

Is polybagged, polywrapped, or enclosed in any plastic material.

Has clasps, strings, buttons, or similar closure devices.

Contains items such as pens, pencils, loose keys, or coins that cause the thickness of the mail piece to be uneven.

Is too rigid (does not bend easily when subjected to a transport belt tension of 40 pounds around an 11-inch diameter turn).

For pieces more than 4.25 inches high or 6 inches long, has a thickness of less than 0.009 inch.

Has a delivery address parallel to the shorter dimension of the mail piece.

A nonmachinable surcharge is assessed for a first-class nonletter weighing under one ounce if the piece has any of the following three characteristics:

Is thicker than .25 inches.

Is more than 11.5 inches long or more than 6.125 inches high.

Has an aspect ratio (length divided by height) of less than 1.3 or more than 2.5.

Surcharge Rate

Contact the campus mailing services department regarding the current surcharge rates for standard rate letters and first-class letters and nonletters.

Large Mailings (200 or More Items)

If the department anticipates mailing more than 200 pieces, the department should notify the campus mailing services department by telephone or e-mail at least 1/2 day before the mailing.

WSU Pullman departments may notify Mailing Services online at:

http://publishing.wsu.edu/onlineforms/renderer.aspx?FormID=4

or by telephone at 335-2104.

Preparation

To prepare a large mailing, seal or fold pieces to permit machine handling.

University mailing services departments at all campuses except WSU Spokane seal nested letter-sized envelopes.

WSU Spokane Mail Services is able to seal letter-sized envelopes in quantities of ten or more as long as the envelopes are not nested.

Seal envelopes larger than 6" by 9" prior to mailing.

Fold self-mailers or folded pieces so that the folded edge is below the address. Fasten such items in the center by adhesive stickers, tabs, tape, or glue.

Band the large mailing in accordance with bundling procedures above.

Parcels

Parcel Log

University mailing services recommends that each department maintain a log of outgoing parcels. The following information is needed to make a claim or trace a parcel. NOTE: This service is restricted to insured, registered, certified, or Express Mail only.

The parcel log is to include the following information:

Name and address of consignee (addressee)

Date parcel was mailed

Size and type of envelope

Approximate weight

A package cannot be traced until 30 days after the mailing date (7 days for Express Mail and 15 days for registered mail).

Parcel Address Labels

Parcel address labels are available from University Stores.

Use parcel address labels on items larger than letter-size envelopes (4 1/2" x 10 3/8").

Indicate mailing instructions for University mailing services on the left side of the label.

Written instructions on the parcel and label should be clearly-written and legible.

Parcel Size and Weight Limits

Minimum

Minimum weight is 16 ounces.

Maximums

USPS Domestic

Parcels delivered by the domestic mail service (USPS) may not weigh more than 70 pounds and may not exceed 108 inches in length and girth combined.

USPS Foreign

Foreign parcel weight limits range from 22 to 70 pounds depending on country of destination. Contact the campus mailing services department for weight limits to specific countries.

APO, FPO

Parcels mailed to APO (Army Post Office) and FPO (Fleet Post Office) locations may not exceed 70 pounds and may not exceed 108 inches in length and girth combined. Smaller limitations may apply to some APO/FPO addresses. Contact the campus mailing services department for restrictions to specific APO/FPO addresses.

UPS and FedEx

Central Receiving handles all UPS and FedEx shipments for WSU Pullman departments. The mailing services departments in Spokane, Tri-Cities, and Vancouver handle all FedEx and UPS shipments for urban campus units. See 80.15.

To request shipping services at WSU Spokane, complete the online Shipping Request form at:

http://spokane.wsu.edu/Forms/renderer.aspx?FormID=44

Larger Parcels

Parcels exceeding the above limitations may be shipped by another carrier. See 80.15 for a description of shipping services.

Preparation of Parcel Mail

Wrap and secure parcels with fiberglass tape. Do not use string or masking tape.

Clearly print a brief description of the contents across the front, e.g., "books," "film."

Domestic

Print "Parcel Post" across the front of the package if the package is to be sent parcel post. See also above.

Foreign

Print "First Class" across the front of the package. See also below or below.

Letters Enclosed in Parcels

Domestic

First-class postage must be paid for personal correspondence enclosed in a periodicals, standard, or package services package. Mark the package, "First Class Mail Enclosed."

Foreign

Letters may be enclosed in or attached to packages for foreign delivery without requiring additional charge.

SPECIAL SERVICES MAIL

Departments may request the following special services: certified mail, registered mail, Express Mail, insured mail, C.O.D. mail, delivery confirmation, signature confirmation, metered standard class bulk mailings, and permit imprints.

Form

WSU Pullman

To request and pay for a special mail service, a WSU Pullman department completes a yellow Special Services Request for Mailing form and attaches a bar code sticker to the form. Indicate the kind of service desired. Route the completed form with the mailed item. Obtain supplies of this form from Mailing Services.

Departments may order Special Services Request for Mailing forms online from the Mailing Services website at:

http://publishing.wsu.edu/onlineforms/renderer.aspx?FormID=6

Non-Pullman Campuses

To request and pay for a special mail service, a non-Pullman department contacts the campus mail services department for the appropriate form.

Incorrect Preparation

University mailing services departments charge a handling fee if special services mail is not correctly prepared. Incorrect preparation may also delay mail delivery.

Marking Mail

Place markings for special services above the address and to the right of the return address. This applies to endorsements for registered, insured, certified, COD, restricted delivery, and return receipt required.

Certified Mail

Certified mail service, available for domestic destinations only, provides the sender with a mailing receipt and a record of delivery at the office of address. No record is kept at the Post Office where the mailing is initiated. Certified mail is dispatched and handled as ordinary mail. Return receipt and restricted delivery service may be obtained for certified mail. Insurance is not provided.

Any mailable matter on which first-class postage is paid may be certified.

Certified Mail Numbers

University mailing services departments provide certified mail numbers to requesting departments.

Return Receipt

University mailing services departments provide return receipts for departmental use. The department is to complete both sides of the return receipt and attach it to the back of the envelope by the glue tabs provided.

If attaching the return receipt to the front of the package, make sure that it does not interfere with the address, return address, or postage.

Registered Mail

Registered mail provides insurance for valuable first-class and priority matter. This service is available for mail sent to all domestic and most foreign destinations.

Registered mail must be sealed against tampering.

Do not use self-sealing envelopes.

Do not use padded envelopes for domestic registered mail. Padded envelopes are allowable to foreign locations.

Wrap and seal packages with mucilage or glue or with plain paper or cloth tape.

Do not seal packages containing currency or securities exclusively by use of paper strips. First seal such packages securely with mucilage or glue.

Do not use slick-faced tape, e.g., cellophane, masking, or nylon wrapping tape.

WSU Pullman Requests

In order for Mailing Services to arrange for registration of an item, write the following information clearly on the yellow Request for Mailing form and attach it to the letter or package. Do not write the information directly on the letter or package.

"Register"

Dollar value (The sender is required by law to declare full value of matter presented for registration.)

Brief description of contents (e.g., "manuscript," "scientific instruments," "gold")

Registered Mail Numbers

University mailing services departments provide registered mail numbers to requesting departments.

Express Mail

USPS provides one- or two-day service from Pullman, Spokane, Tri-Cities, and Vancouver to all locations in the United States.

International Express Mail Service is available to most foreign locations.

Anything mailable that weighs up to 70 pounds may be sent by domestic Express Mail. Lower weight limits apply to some foreign locations. Contact the campus mailing services department for weight limits for specific countries.

Departments are responsible for preparing Express Mail for delivery. Request envelopes and labels from the campus mailing services department.

WSU Pullman

Mailing Services, Pullman, must receive Express Mail by 3:45 p.m. to assure two-day service.

WSU Spokane

Contact Mail Services for the express mail drop off deadline for WSU Spokane; telephone 509-368-6995.

WSU Tri-Cities

Contact the WSU Tri-Cities Copy/Mail Center for the express mail drop off deadline for WSU Tri-Cities; telephone 509-372-7273.

WSU Vancouver

The WSU Vancouver Mailroom must receive express mail by 3:45 p.m. to assure two-day service from WSU Vancouver.

Charges for Express Mail

The University mailing services department charges all postage costs to the sending department. The University mailing services department may assess a handling charge if an Express Mail item is not properly prepared.

Insurance

Departments may purchase insurance for domestic mail from USPS in amounts ranging up to $5,000 for Package Services mail. Departments may also purchase insurance for first-class or priority mail if it contains matter that may be sent as Package Services mail.

Insurance, on a country specific basis, is available for foreign destinations in amounts up to $5,000, depending on country of destination.

WSU Pullman Requests

In order for Mailing Services to arrange for insurance on an item, write the following information clearly on the yellow Request for Mailing form:

"Insure"

Dollar value

Brief description of contents (e.g., "books," "film," "lamp")

Insured Mail Numbers

University mailing services provides insured mail numbers to requesting departments.

Extra Services

The following services are available for certified, insured, and registered mail.

Return Receipt

The sender receives a receipt which indicates delivery date, person receiving the item, and the delivery address.

Delivery Restricted to Addressee

The indicated addressee must personally sign in order to receive the item. The item must be addressed to an individual, not a company, group, or corporation.

WSU Pullman Requests

The sender indicates the requested service on the yellow Request for Mailing form.

DOMESTIC MAIL CLASSES

USPS domestic rates apply to all mail for delivery to any one of the 50 states and to U.S. territorial possessions. University mailing services sends all USPS mail first class unless another class is specifically requested.

First-Class Mail

All domestic first-class mail is transported by air. Do not write "Air Mail" on domestic mailings.

First-class mail includes handwritten and typed matter, usually in letters or on postcards. This category also includes items weighing less than 16 ounces containing photocopied material, printed matter, reprints, and miscellaneous material (but not books).

Postcards

To qualify for the postcard rate, a postcard may not exceed 4.25" x 6" or be smaller than 3.5" x 5". Larger cards must be mailed at the letter size rate.

Refer also above to ensure postcards and larger size cards are designed correctly to meet postal standards and avoid postage surcharges.

Priority Mail

Any item of any mail class weighing less than 13 ounces as well as any first-class mail item over 13 ounces may be mailed at the minimum priority mail rate. Rates for priority mail vary according to the destination postal zone.

The priority mail flat rate is often the best priority mail value for packages. The established rate is valid for any weight to any location provided the material mailed fits into the USPS-provided priority mail flat rate packaging. Contact the campus mailing services department for available packaging and sizes.

Periodical Mail (formerly Second-Class Mail)

The use of this rate requires a postal permit assigned to a publisher for a specific publication. Contact the campus mailing services department for assistance in obtaining a permit.

Exception (WSU Vancouver and WSU Spokane)

The WSU Vancouver Mailroom and the WSU Spokane Mail Services departments do not handle periodical mail. WSU Vancouver and WSU Spokane departments must contact the local USPS office or a private mail services company to send periodical mail.

Standard Mail (formerly Third-Class Mail)

Standard mail may be used when 200 or more identical pieces or 50 pounds of the same material are mailed at the same time to U.S. addresses. Individual pieces may not exceed one pound.

Each envelope must be of the same size and shape and must contain an identical number of enclosures. The textual matter need not be identical. There are content restrictions, e.g., advertising, so contact the campus mailing services office for further information regarding standard mail content. See above.

Exception (WSU Vancouver)

The WSU Vancouver Mailroom does not handle standard mail. WSU Vancouver departments must contact the local USPS office or a private mail services company to send standard mail.

Package Services

There are three classes of package services: Parcel Post, Media Mail, and Library Mail.

Parcel Post

Includes merchandise, printed matter with or without advertising, books, etc. See above for an explanation of parcel post weight and size limits.

Media Mail (formerly Book Rate)

Includes books containing no advertising, 16-mm or narrower films, printed music, printed test materials, sound recordings, playscripts and manuscripts, printed reference charts, and computer readable media containing prerecorded information.

Library Mail

Under certain conditions, such as mailing to another college, or to a public library, or to a private citizen, this category may include:

Books containing no advertising;

Printed music;

Bound academic theses;

Periodicals;

Sound recordings;

Other library materials in printed, duplicated, or photographic form;

Museum materials;

Specimens;

Teaching aids;

16-mm or narrower width films; or

Scientific or mathematical instruments or other devices.

Contact the campus mailing services office for additional specific information. See above.

INTERNATIONAL MAIL

Addressing

See 80.25.

International Mail Classes

There are four principal classes of international mail: Global Express Guaranteed, Express Mail International, Priority Mail International, and First-Class Mail International. These classes are primarily differentiated from one another by speed of service.

Global Express Guaranteed

This is a premium, expedited delivery service, similar to domestic express mail to meet a time-sensitive delivery requirement. This service offers destination-specific delivery standards or the postage is refunded.

Online tracking and delivery confirmation is available. Merchandise insurance or document reconstruction up to $100 is provided at no additional cost. Additional higher insurance limits are available on a country specific basis. The maximum weight limit is 70 pounds to all destinations served, but some countries have a lower maximum weight limit. Contact the campus mailing services office for specific country weight limits.

This service is not available to all countries or to all locations within some countries. Contact the campus mailing services office for specific country availability and customs documentation and forms requirements. See above.

Express Mail International

This expedited mail service is available to most countries and is the next fastest service after Global Express Guaranteed (see above). Country-specific weight limits range from 22 pounds to 70 pounds. Express Mail International is insured up to $100 against loss, damage, or rifling at no additional cost. The sender may choose to purchase merchandise insurance up to $5,000.

Select destinations offer a date-certain, postage-refund guarantee. For all other destinations, Express Mail International shipments are not subject to a postage-refund guarantee if a delivery delay occurs. Contact the campus mailing services office for specific information regarding availability.

Priority Mail International

This classification is primarily designed to accommodate larger and heavier shipments with size and/or weight which exceeds the limits for First-Class Mail International. The sender may add extra services, such as insurance coverage and return receipt service, on a country-specific basis.

The allowable weight for Priority Mail International shipments varies by country. However, the maximum weight for any Priority Mail International shipment is 70 pounds.

Flat-rate envelopes and small, medium, and large flat-rate boxes are available upon request. The maximum weight for flat-rate envelopes and small flat-rate boxes is four pounds. The maximum weight for medium and large flat-rate boxes is 20 pounds. Registered mail service is available for the Priority Mail International flat-rate envelopes and small flat-rate boxes. Insurance is not available for the Priority Mail International flat-rate envelopes and small flat-rate boxes, but may be available for medium and large flat-rate boxes. Contact the campus mailing services department for individual country availability.

Customs form 2976-A is required on all Priority Mail International items except for Priority Mail International flat-rate envelopes and small flat-rate boxes. Customs form 2976 is required on all small flat-rate boxes and may be required on flat-rate envelopes. Flat-rate envelopes and small flat-rate boxes may not exceed $400 in value.

Contact the campus mailing services office for the required customs documentation, forms, and Priority Mail International flat-rate envelopes and flat-rate boxes.

First-Class Mail International

First-Class Mail International is a generic term for mail pieces that have different shapes, sizes, and contents and that weigh 4 pounds or less. First-Class Mail International items may contain any mailable matter that is not hazardous or prohibited by the destination country. Material must be sealed on all edges. Enclose self-mailers in envelopes. This service is available to all countries.

A nonmachineable surcharge is required for items weighing one ounce or less if the items meet the same nonmachineable standards identified for domestic letter-size items. See above. Contact the campus mailing services department regarding the current surcharge rates.

Extra services, such as registry and return receipt may be added on a country-specific basis.

Customs form 2976 is required on First-Class Mail International parcel items. Large envelopes and letter-sized items containing documents only do not require any customs declaration.

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OFFICIAL WSU MAIL

WSU Pullman, WSU Spokane, WSU Tri-Cities, and WSU Vancouver each have a mailing services department. Each mailing services department is responsible for processing international, domestic, and interdepartmental mail which originates with and/or is destined for WSU departments at each campus.

Each mailing services department serves as the liaison between the respective Washington State University campus and the United States Postal Service (USPS).

Regardless of campus location, University mailing services departments process only official WSU mail.

WSU Pullman

Mailing Services, WSU Pullman, is located in the Cooper Publications Building on Grimes Way; telephone 335-2104.

For more information, see the WSU Pullman Mailing Services website at:

http://publishing.wsu.edu/mailing-services/

WSU Spokane

Mail Services, WSU Spokane, is located in the South Campus Facility (formerly called the F.O. Berg Building) at 412 E. Spokane Falls Blvd., Room 410A, in the same building as the Bookie; telephone 509-368-6995.

WSU Tri-Cities

The Copy and Mail Distribution Center, WSU Tri-Cities, is located in West Building, Room 127; telephone 509-372-7273.

WSU Vancouver

Plant Services Shipping and Receiving is located in the Mailroom, Plant Services Building; telephone 360-546-9708.

For information concerning all WSU Vancouver mail services, see Plant Services' WSU Vancouver Mailroom website at:

http://inside.vancouver.wsu.edu/

PERSONAL MAIL

Individuals may not use any WSU mailing services for personal mail.

Personal use of WSU stationery and stamps is a violation of WSU policy. See 20.37 and the Faculty Manual.

MAIL PICKUP/DELIVERY

WSU Pullman

Mailing Services provides once-a-day pickup and delivery service to designated departments at WSU Pullman.

Late Mail Pickup (Pullman Campus)

Top priority rush mail that must go out the same evening may be included in the late mail pickup. Mail that is not top priority should be held for the regular mail pickup the next morning.

The late mail pickup is for first-class and interdepartmental mail only.

Items are placed in the special white envelopes marked EMERGENCY MAIL. These envelopes may be requested online from the University Publishing website at

http://publishing.wsu.edu/onlineforms/renderer.aspx?FormID=6

or from the mail clerk at the Cooper Publications Building.

Mailing Services picks up rush mail each midafternoon at the following Pullman campus locations:

Van Doren Hall 4

Bohler Gym Addition 195A

EE/ME 102

French Administration 144

Johnson Hall 119

WSU Spokane

WSU Spokane departments may drop off small quantities of mail for late pickup at the Academic Center in the Student Affairs Office, room SAC 130, no later than 3:00 p.m.

WSU Tri-Cities

Contact the Copy and Mail Distribution Center for information concerning mail pickup and delivery service at the WSU Tri-Cities campus.

WSU Vancouver

Plant Services Shipping and Receiving provides twice-a-day pickup and delivery service to each department at WSU Vancouver.

REQUESTING A MAIL STOP (WSU Pullman)

Send a written request to the Mailing Services Manager to request a Pullman campus mail stop.

Approval of a new mail stop is based on existing or projected mail volumes. A full-time secretary is required and the office must be open for delivery of mail on all days the University is officially open for business.

EMPLOYEE DIRECTORY

The mailing services departments refer to the online employee directory for WSU employee mailing addresses and to generate mailing lists for official WSU mailings. See 10.07.

A new employee or an employee who has recently changed departments should ensure that the home department has updated his or her workplace address. See 10.07.

WSU Vancouver

Contact Mailroom personnel to add a new or temporary employee to the mail sorting list; telephone 360-546-9708.

MAIL PREPARATION

Each department should band outgoing mail into the following bundles:

Interdepartmental mail

Letter-size domestic mail (unstamped)

Letter-size foreign mail (unstamped)

Other domestic mail (unstamped)

Other foreign mail (unstamped)

Stamped mail and postage-paid envelopes

Large or Heavy Items

If a department intends to send an item weighing 20 pounds or more, the department should notify the appropriate mailing or shipping services office in advance so that the carrier can bring appropriate equipment for the pickup.

WSU Pullman

For items weighing 20 to 70 pounds, Pullman campus departments may notify Mailing Services online at:

http://publishing.wsu.edu/onlineforms/renderer.aspx?FormID=4

or by calling 335-2104.

For items weighing more than 70 pounds, Pullman campus departments call Central Receiving; telephone 335-5575.

WSU Spokane

WSU Spokane departments may notify Mail Services of large or heavy items weighing 20 pounds or more; telephone 509-368-6995.

WSU Tri-Cities

WSU Tri-Cities departments may notify the Copy and Mail Distribution Center of large or heavy items weighing 20 pounds or more; telephone 509-372-7273.

WSU Vancouver

WSU Vancouver departments may notify Plant Services Shipping and Receiving of large or heavy items weighing 20 pounds or more; telephone 360-546-9708.

Sealing Letters

The University mailing services departments seal mailings of ten or more letter-size envelopes of the same weight if the envelopes are nested and banded by the department. (Nested means envelope flaps up and together.)

Exception (WSU Spokane)

WSU Spokane Mail Services seals mailings of ten or more letter-size envelopes of the same weight if the envelopes are not nested and each envelope's flap is down.

BUSINESS REPLY FORMAT (WSU Pullman)

WSU Pullman units must submit all business reply materials to Mailing Services for review and approval before printing to ensure that the proposed format is in accord with current USPS regulations. Prior review by Mailing Services could prevent inconvenience and reprinting costs resulting from an unsuitable format.

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ORGANIZATION
10.07
Revised 10-11
Human Resource Services
335-4521 PDF link

Employee workplace information is also provided for public access. (NOTE: Employment at WSU, which is a public institution, implies consent for the public release of workplace information.)

Employee directory information appears in printed form in the University Directory and in electronic form through the WSU Search function (available at the top of all WSU main and departmental webpages) and the AIS applications DEPPS and HEPPS. This directory information also serves Mailing Services and telephone directory assistance operators.

Maintenance Responsibility

Each department is responsible for maintaining workplace information for department employees.

Payroll Services maintains name information for individual employees.

Questions

Contact the Information Technology Services Help Desk for assistance with updating or using University Directory information; telephone 335-4357 (335-HELP).

APPLICABILITY

Who Is Included

Employee directory listings include individuals who are regularly employed by the University or have an employment-related relationship with WSU and can expect to be contacted at WSU.

Employee directory listings include:

Faculty, classified employees, and administrative professional employees holding either permanent or temporary appointments;

Salaried graduate and undergraduate student employees, e.g., TAs and RAs;

Those holding adjunct appointments, e.g., professors emeriti, visiting professors;

Those holding affiliate appointments, e.g., USDA and ROTC technical personnel.

Who Is Not Included

Listings do not include:

Hourly, piecework, or seasonal workers;

Graduate and undergraduate assistants who have requested directory information restrictions; and

Employees of organizations having social or business affiliations with WSU, e.g., YMCA and the Students Book Corporation.

RESTRICTING HOME DATA

Unless the individual restricts release, the home telephone number may be released by telephone directory assistance operators.

See 90.70 for instructions regarding restriction of home data.

Home addresses and home telephone numbers are not listed in the University Directory or online in WSU Search. Mailing Services does not use home addresses for mailings.

MAINTAINING DATA

Department Review of Data

Prior to issuing the printed University Directory, University Publishing sends each department a list of employees who currently have that department designated as the home department. Each department reviews the list for accuracy and completeness.

Home Department

Employees holding appointments with more than one department must have one department designated as the home department.

The home department is responsible for processing all employment-related paperwork for that employee.

Home Department Changes

Departments must submit home department changes through the online Personnel/Position/Payroll Electronic Routing Management System (PERMS). See 60.25.

To make changes to a home department designation, complete the following steps in PERMS:

Select Appointment Add/Change/Route.

Search for employee using the WSU ID, SSN, or Name Search; then enter a date in the Select Appointment From field and click the Select button.

Enter the effective date of the required change in the Date field. Type or select the effective date from dropdown calendar; then click the Add New button.

Select the Change button. This opens the Home Department and Work Location fields.

Enter the required change(s); then select Continue.

NOTE: If a change to the Home Department is the only change in the PERMS transaction, the department preparer is not required to route the transaction for approval.

Separations

If a person on the department's list is no longer employed by the University, the department uses a PERMS transaction to separate the employee. See 60.25 for instructions.

Adding Adjunct and Affiliate Positions

If the department employs others who should be included in the directory, the department places them in adjunct or affiliate positions.

Adjunct Positions

Prepare a PERMS transaction to add adjunct personnel. See 60.25 for form and routing instructions.

Affiliate Positions

Route a memorandum to HRS to add affiliate personnel. The memorandum is to include: name, birthdate, WSU ID number, home department, appointment begin and end dates, permanent or temporary, full time or part time, work location, job class code, and job class title. Affiliate job class titles, job class codes and definitions are:

Industry Affiliate (code 7998): A person who comes to WSU from private industry.

Public Affiliate (code 7999): A person who comes to WSU from the public sector.

Student Assistants

A graduate or undergraduate assistant who does not want to be included in the printed directory may request a directory restriction through the online Address and Telephone Maintenance Service. See 90.70 for instructions. The employee's data will still appear on the department's review list with a restriction message.

Workplace Information

Departments are responsible for updating any incorrect default workplace information. Workplace information includes working title, work address, and work telephone number.

Select WRKPLACE (Employee Workplace) in the online DEPPS AIS application to look up, enter, or change employee-specific workplace information.

Online help is available in WRKPLACE.

Default Information

In the absence of specific workplace information for an employee, the home department telephone number and/or mailing address is used. In the absence of a working title, the employee's highest-ranking job classification title is used together with the home department's abbreviated name.

To replace the default information, a department may choose to provide a specific work telephone number and/or working title for any employee. A department may also enter a specific work address for any department employee.

Work Telephone

Select WRKPLACE to enter or change the work telephone number.

Working Title

Select WRKPLACE to enter or change the working title. The preferred format is a title followed by a comma followed by an identification of the employee's department (e.g., Director, Payroll Services).

WSU Extension

If "WSU Ext" is part of the working title, the employee's work county is shown in the University employee directories. Departments must submit county/work location code changes through the online Personnel/Position/Payroll Electronic Routing Management System (PERMS). See 60.25.

To make changes to a county/work location code, complete the following steps in PERMS:

Select Appointment Add/Change/Route.

Search for employee using the WSU ID, SSN, or Name Search; then enter a date in the Select Appointment From field and click the Select button.

Enter the effective date of the required change in the Date field. Type or select the effective date from dropdown calendar; then click the Add New button.

Select the Change button. This opens the Home Department and Work Location fields.

Enter the required change(s); then select Continue.

NOTE: If a change to the Work Location is the only change in the PERMS transaction, the department preparer is not required to route the transaction for approval.

Work Address

Select WRKPLACE to enter or change the work address.

Plus-4 ZIP Code

Enter the Plus-4 ZIP Code following 99164 in the employee's workplace address.

Mail Stop Code

Use the WSU MAIL window to change mail stop code for non-99164 addresses. (NOTE: For 99164 addresses, the Plus-4 ZIP Code is the default entry in this field.)

This four-digit code, referring to a University mail destination, is variously called campus mail code, campus zip code, mail stop code, and mail code. This code is not applicable for direct delivery by the US Postal Service unless it is also the Plus-4 ZIP Code.

Organizational Information

Correspondence Address

Select ADDRESS in the online WSUORG AIS application to change the telephone number in the department's correspondence address. (Online help is available within WSUORG.)

Also select ADDRESS to change the Plus-4 ZIP Code following 99164 in the department's correspondence address.

Use the WSU MAIL window to a change a mail stop code for a non-99164 correspondence address which is a WSU mail destination.

Organization Abbreviation

Submit an Add or Change WSUORG Information form to change the name abbreviation for a department. See 10.05 for instructions.

Personal Information

Each individual employee must correct his or her own name and home information. Home information restricted by the employee is not shown on the department list or in any directory.

Employee's Name Change

To change a name the employee submits a Request for Name Change form to Payroll Services. See 90.75 for instructions.

Home Address or Telephone

To update home address or telephone number, the employee uses the Address and Telephone Maintenance Service (ATMS). The ATMS is a computer application which is accessed through the zzusis portal system. See 90.70 for instructions.

Restricting Home Data

To restrict the release of home telephone information, the employee uses the Address and Telephone Maintenance Service (ATMS). The ATMS is a computer application which is accessed through the zzusis portal system. See 90.70 for instructions.

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OVERVIEW

The University Name and Address File (UNAF) is a comprehensive computer file which includes address data about University personnel and associates, e.g., faculty, students, staff, parents, and alumni.

Address and Telephone Maintenance Service (zzusis Portal)

Individuals use the Address and Telephone Maintenance Service in the online myWSU portal system to update address, telephone number, and/or restriction data in the University Name and Address File.

An individual must have a Network ID to access the online zzusis portal. See 85.37.

University Name and Address File Availability

WSU units with a WSU business-related need to access the data may use the address view screens provided in several Administrative Information System (AIS) applications, e.g., DEPPS, BRS, OARS, and in the online PERMS (Personnel/Position/Payroll Electronic Routing Management System) and TEMPS (Temporary Employment System).

Other Address Files

Accounts Payable

Accounts Payable maintains a separate computer address file for vendors and customers, but uses the University Name and Address File to provide addresses to mail payments to employees and students.

Mailing Services

Mailing Services maintains a separate computer address file prepared by the Provost's Office, which is used to mail information to WSU administrative units.

Graduate School

Graduate School maintains a separate computer address file for Graduate School correspondence with graduate students. Departments and other administrative offices may have access to the Graduate School address file for routing information if no address for a student is available in the UNAF.

ADDING NAMES AND ADDRESSES

Authorized departmental users may add employee names and addresses to the UNAF file through PERMS and/or TEMPS.

The Office of the Registrar, Admissions, the Center for Distance and Professional Education, the Library, Cougar Club, and WSU Foundation--Finance and Gift Accounting also add student and alumni names and addresses to the file.

Payroll Services refers to the W-4 form to update the University Name and Address File for a new employee.

FILE MANAGEMENT

Employees/Students

Payroll Services manages the University Name and Address File for current and former employees and for WSU students.

Alumni

The WSU Foundation (WSUF)--Gift Accounting and Advancement Records office uses AIS and the UNAF to create and/or review records for alumni and friends. WSUF Gift Accounting and Advancement Records is located in the Town Centre, 255 E. Main Street, Suite 201, in downtown Pullman; telephone 509-335-1686.

Name Changes

Payroll Services processes name changes for employees and students.

See 90.75 for coding conventions and required documentation to support a name change.

Changing or Restricting An Address or Telephone Number

Faculty, staff, and students change addresses, telephone numbers, and/or add restrictions through the online zzusis portal system.

To change or restrict an address or telephone number go to:

http://zzusis.wsu.edu

Enter the Network ID and password

Select My Profile

Select Change Address or Phone

Select the address type to be changed, or select one of the other options:

Copy One Address to Another,
Change Phone Number(s)
Delete Address(es),
Change Parent/Guardian Name,
Restrict Addresses,
Change Email Forwarding Address, or
Maintain Other Addresses.

Restricting an Address and Telephone Number

Restricting an address and telephone number instructs the campus operator to refuse to release an individual's address or telephone number.

Student or Student Employee Address Restriction

A student or student employee address restriction results in the withholding of the student's name, address, and telephone number from University Directories, WSU telephone directory assistance, and any WSU press releases (including the President's Honor Roll).

In addition, dates of attendance, degrees earned, awards received, weight and height of athletic team members, participation in officially recognized sports, and last school attended are not released outside the University without the student's written consent.

The directory restriction remains in effect after a student no longer attends the University unless rescinded. The student may rescind the restriction by using the zzusis portal (see above) or by submitting a written request to the Office of the Registrar (see below).

A student using this protection is advised that financial aid providers and other interested agencies will not be able to confirm his or her status as a student by telephone. For more information on directory restrictions, contact the Office of the Registrar, French Administration 346, or select the Rights and Privacy link on the Office of the Registrar's website at:

http://www.registrar.wsu.edu/

Exceptions

Residence Halls and University Housing

Housing Services updates the University Name and Address File for students living in residence halls and University housing.

Upon leaving WSU housing, students must update their own address changes through the online zzusis portal.

WSU Retiree Addresses

A retiree may submit an address change by telephone or e-mail to Payroll Services; telephone 335-9575; e-mail payroll@wsu.edu.

Include full name and the last four digits of the social security number with the address change request.

Effective Date

Employee address changes must be completed at least five working days prior to a pay date in order for the paycheck to be sent to the new address.

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To change a name, submit a completed Request for Change of Name form to Payroll Services.

Obtain blank copies of the form from Payroll Services or from the Payroll Services website at:

http://www.wsu.edu/payroll/

Select Name Changes

A letter may be substituted in place of the Request for Change of Name form. The letter must contain all items on the request form, including a statement requesting a name change and the individual's signature.

Proof of Name Change

At the time the form is submitted Payroll staff must verify the name change.

Provide Payroll Services with:

A court order, or

A marriage certificate, or

A dissolution decree, or

A passport, or

A birth certificate, or

At least three of the following documents which show the new name:

Social Security Card
Voter's registration
Driver's license
Automobile registration
One credit card

NOTE: If sending a photocopy of a credit card to Payroll, blank out the number, as only the name is needed.

Immigration Status

If the individual's immigration status code is F1 or J1, he or she must provide Payroll Services with a passport with the correct name for documentation.

Routing Name Change Form

Payroll retains the original and forwards copies to the Registrar's Office and WSU Foundation--Finance and Gift Accounting.

Routing Information

Weekly lists of name changes are printed and distributed to Payroll Services, Registrar's Office, Human Resource Services, Housing and Dining Services, University Receivables, and other central administration offices.

Home departments receive notification of name changes from Human Resource Services.

Away From Pullman

An employee or student may directly mail or fax the completed form and copies of verification documents to Payroll Services.

Payroll Service's fax number is (509) 335-1472.

An employee or student may submit the completed form and verification documents to any non-Pullman WSU unit. The unit forwards the completed form and verification documents to Payroll Services.

RETIRED EMPLOYEES

Retired employees submit name changes through Human Resource Services (HRS). HRS forwards the Request for Name Change form to Payroll.

CODING CONVENTIONS

WSU observes the following coding conventions for names.

Names are entered into the system as follows:

Surname, comma, first name, space, middle name, comma, suffix

Example

BROWN,THOMAS JAMES,JR

Character Limit

The file includes the entire name if the name including spacing does not exceed 32 characters.

If the name exceeds 32 characters, replace the middle name with a middle initial.

If the name still exceeds 32 characters, abbreviate the first name. Retain at least the first and middle initials.

Spaces

Do not put a space between two-part surnames or following the comma.

Examples

MACFADDEN,CHARLES J not MAC FADDEN,CHARLES J VANNICE,JAY W not VAN NICE,JAY W

Apostrophe

Do not code apostrophes within a surname.

Example

OLEARY,JANET J not O'LEARY,JANET J

Period

Do not code a period after an initial, abbreviation, or suffix.

Name Suffix

Limit coding of special suffices to Jr; Sr; or III. Code a comma before the suffix but do not code a period after the suffix.

Examples

NEILL,RON L,JR and NIXON,RICHARD D,III

St. in the Surname

Code all two-part surnames commencing with SAINT, SAINTE or ST as follows:

ST, space, remainder of surname, comma, first name, space, middle name or initial, comma, suffix (if applicable)

Example

ST JOHN,LEE L

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OVERVIEW

A blanket authorization provides a limited direct authority to purchase goods and/or services from one or more vendors. A blanket authorization is established for a specific period of time.

NOTE: When appropriate and allowable, Purchasing Services encourages departments to use departmental purchasing cards, rather than blanket authorizations, to purchase goods and services from external vendors. Purchasing card use increases the efficiency, accountability, and tracking of transactions. See 70.08.

Types of Blanket Authorizations

The following types of blanket authorizations are in use at the University.

All-University Blanket

Any University department may use an all-University blanket authorization to purchase goods and services from a specified vendor.

The University has established a limited number of blanket authorizations with selected vendors for specific goods and services. University departments may make direct purchases from these vendors. Departments may place orders by telephone, mail, fax, or in person.

Sundry Blanket

In unusual circumstances, Purchasing Services may establish a sundry blanket authorization for a single department to use to purchase goods and services from various vendors.

Department Blanket

Purchasing Services may establish a department blanket for a single department to use to purchase goods and services from a specific vendor. Most often, competitive bidding is required to establish such a blanket.

Internal Blanket

A department may establish an internal blanket authorization with a University service center to purchase goods and/or services. The requesting department submits a completed Interdepartmental Requisition and Invoice (IRI) to the vendor department to establish the blanket authorization. See 70.05 and 70.06.

Restrictions

The following restrictions apply to blanket authorization purchases:

Purchases may be made from only those vendors and for only those commodities listed in the blanket authorization. To view the commodities that may be purchased under the all-University blanket authorizations, see the Purchasing Services Blanket Orders website at:

http://purchasing.wsu.edu/BlanketOrders.html

Dollar value per purchase transaction may not exceed order limits specified in the blanket authorization.

All purchases must be in conformance with guidelines for allowable purchases in 70.03. If a purchase is supported by an account in program 17A, also refer to 70.33.

VIEWING BLANKET INFORMATION

All-University Blankets

To view information regarding blanket authorizations which may be used by any University department to purchase goods and services from specific vendors, see the Purchasing Services Blanket Orders website at:

http://purchasing.wsu.edu/BlanketOrders.html

Department Blankets

Personnel use the online Administrative Information Systems (AIS) application called Purchasing, Accounts Payable, Receiving (PAPR) to view information regarding department blanket authorizations. In PAPR, select SRCBAORD and enter the department's organization number to view blanket end dates and spending limits.

PLACING ORDERS

To order goods and services under a blanket authorization from a non-University vendor, provide the following information to the vendor:

Blanket authorization number,

Department name and organization number for delivery,

Contact name and telephone number, and

Budget and project of the supporting account.

Delivery Address

WSU Pullman

If the order is for a WSU Pullman unit, indicate that the order be sent to:

Washington State University
Indicate campus delivery location
Pullman, WA 99164- Indicate mail code of delivery location

NOTE: If Central Receiving is to deliver the order, the vendor's address label should show Central Receiving as the delivery address; mail code 1120.

Other WSU Campuses

Indicate the appropriate delivery address.

Invoice Address

Indicate that the invoice be sent to:

Washington State University
Controller's Office
Pullman, WA 99164-1025

DEPARTMENT PICKUP

If the department picks up the order directly from the vendor, departmental personnel are to obtain an invoice from the vendor (if possible). The department indicates the following on the face of the invoice and routes it to the Accounts Payable Section of the Controller's Office:

Blanket authorization number,

Budget and project numbers of the supporting University account,

Object and subobject, and

An approval signature of a departmental staff member with expenditure authority for the supporting account. Refer to 70.02 for an explanation of expenditure authority.

NOTE: Some vendors route invoices directly to the Controller's Office.

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PURCHASING
70.16
REV 7-00
Accounts Payable
335-2060
General Accounting
335-2013
Travel
335-2034 PDF link

OVERVIEW

All payments to vendors are processed through the Controller's Office. General Accounting processes payments on contractual agreements. The Travel Division processes all forms of travel and hosting payments. The Accounts Payable Section processes all other payments.

REQUIRED DOCUMENTS

The following documents are required before the Controller's Office can process any payment to the outside vendor.

Purchasing Authority

This is authorization from the Purchasing Manager, either direct or delegated, to make the purchase. A purchasing authority may be a Purchase Order, Department Order, Transportation Request, Personal/Professional Services Request, Departmental Requisition, or other appropriate document. Direct questions concerning appropriate use of purchasing documents to the Purchasing Office.

Invoice

The invoice must have a printed heading and include an itemized list of the materials or services supplied. Monthly statements are not acceptable unless supported by itemized invoices. A State of Washington Invoice Voucher may be used in lieu of an invoice if the vendor signs the vendor's certificate. See also 30.45.

For contracts and blanket orders, the Controller's Office sends an invoice to the department for an authorized signature and coding. The department returns the completed invoice to the Controller's Office.

CONTROLLER'S OFFICE

The Controller's Office performs the following steps in processing vendor payments:

Verifies that the materials or services as invoiced comply with the specifications indicated on the purchase authority.

Verifies that the invoice is for materials or services actually received and matches the receiving or approval information.

Verifies that the unit prices agree with those indicated on the Purchase Order.

Verifies that invoiced freight charges are reasonable.

Verifies that invoiced tax charges are correct.

If no tax is charged, use tax is calculated based on the tax rate for the location where the materials or services are utilized.

Verifies that allowable cash discounts are applied to the purchase.

If a cash discount is offered and the terms of that discount can be reasonably met, the discount is calculated and the invoice reduced. It is important that all departments promptly sign in merchandise through Central Receiving in order to avoid losing cash discounts. See 70.14.

The University begins the discount period on the date the goods/services were received or the date the invoice was received, whichever is later.

Verifies that calculations and totals are correct.

Verifies that the accounts charged are appropriate.

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OVERVIEW

Most equipment and supplies purchased from outside vendors are received by the campus central receiving unit. The central receiving unit also logs received shipments into the online Purchasing/Accounts Payable/Receiving Application (PAPR).

See below for procedures for notifying the applicable central receiving unit if the shipping company delivers items directly to the department that placed the order.

Receiving Orders

WSU Pullman

At the WSU Pullman campus, Central Receiving usually delivers the merchandise to the requisitioning department.

WSU Spokane

At WSU Spokane (WSUS), the Mail Services, Shipping and Receiving department receives shipments from outside vendors. Mail Services, Shipping and Receiving delivers the merchandise to the requisitioning department.

WSUS departments are to follow the "direct receipt by department" procedures below to log received shipments into PAPR or notify WSU Pullman Central Receiving of received shipments.

Mail Services, Shipping and Receiving is located in the South Campus Facility, 412 E. Spokane Falls Blvd., Spokane, WA 99202.

WSU Tri-Cities

At WSU Tri-Cities (WSUTC), the Shipping and Receiving department receives shipments from outside vendors. In addition to inspecting and logging received shipments into PAPR, the WSUTC Shipping and Receiving department maintains a database which includes received shipment information, e.g., date received, tracking number, receiving person, and/or department.

WSUTC Shipping and Receiving notifies departments by e-mail when packages arrive and are available for pickup.

WSU Vancouver

At WSU Vancouver, the Mailroom department receives shipments from outside vendors, completes receiving reports, and logs received shipments into PAPR.

The Mailroom department usually delivers the merchandise to the requisitioning department.

Other Non-Pullman Locations

Shipping companies deliver merchandise directly to other non-Pullman units. As such, unit personnel are responsible for checking-in merchandise.

Notifying Central Receiving

Non-Pullman units are to follow the "direct receipt by department" procedures below for notifying WSU Pullman Central Receiving of received shipments.

Problem Shipments

Central Receiving is available upon request to assist non-Pullman units with problem shipments.

Paying for Orders

Accounts Payable is authorized to pay an invoice when goods are received and recorded in PAPR. In addition, the department must reconcile the goods purchased by purchasing card in the purchasing card company's online statement system. (See 70.08.)

Authorized department or campus central receiving unit personnel must input receipt of goods information in order to ensure that invoices are paid.

Accounts Payable matches the information in PAPR with the vendor's invoice.

Accounts Payable attempts to take advantage of all incentives offered by vendors for prompt payment.

If only part of an order is received, Accounts Payable pays for items actually received only.

CAMPUS CENTRAL RECEIVING UNITS

Inspecting Shipments

The campus central receiving unit checks incoming shipments for the number of packages indicated on the freight bill.

Damaged and Unsatisfactory Shipments

If it is obvious to campus central receiving unit that a shipment is damaged, central receiving personnel notify the carrier and make the appropriate claims. Immediate action is necessary to comply with the time limits set by carriers for filing damage claims. The campus receiving department must be notified of damage within 10 days of receipt of purchased goods in order for damage claims to be processed in a timely fashion.

If the damage is not discovered until after delivery to the requisitioning department, the department must notify the campus central receiving unit within 10 days of receiving the merchandise. The department is to preserve all portions of the container and wrappings which will be inspected by the delivery carrier before the claim is filed.

Receiving Shipments Through the Central Receiving Department

Upon receipt through the campus central receiving unit, the requisitioning department is to immediately check all merchandise. The department verifies that the merchandise meets the specifications of the order and has not been damaged in shipment. If the merchandise is acceptable, a departmental representative reports the receipt of merchandise. Verifying the receipt of the merchandise indicates to the central receiving unit that the shipment was received in good condition.

See below regarding direct receipt by the department.

Department Order / Department Requisition Purchases

Access to PAPR

For items purchased with Department Orders or Department Requisitions, department personnel who have received PAPR access authorization record the receipt of order information in PAPR. See 85.33 regarding access authorization and training.

Without Access to PAPR

Department personnel who have not received PAPR access authorization notify the campus central receiving unit.

WSU Pullman Central Receiving

Department personnel without PAPR access authorization at WSU Pullman, WSU Spokane, WSU Vancouver, or other WSU locations which do not have a central receiving unit may notify Central Receiving of receipt of items purchased on a Department Order by:

E-mail rdands@wsu.edu, or

Telephone 335-5575, or

Submit the information through the Central Receiving Completion of Purchase Orders website at:

http://facops.wsu.edu/cr_pos.asp

WSU Tri-Cities

WSU Tri-Cities department personnel who have not received PAPR access notify WSUTC Shipping and Receiving of receipt of items purchased on a Department Requisition by:

E-mail copyctr@tricity.wsu.edu

Purchasing Card Purchases

The cardholder is responsible for inspecting the shipment. See 70.08 for information regarding disputes/discrepancies. See 70.08 and below for information regarding damaged shipments and returning merchandise.

Problem Shipments

Incomplete

If the packing list indicates a partial shipment, indicate the items received in PAPR or notify the campus central receiving unit to indicate what was received. PAPR automatically creates a back order. The vendor is paid for items actually received.

If the packing list indicates a missing item was shipped, the department is to indicate in PAPR or to the campus central receiving unit what was actually received and what item the vendor indicates as shipped.

The department corresponds with the vendor to correct the discrepancy.

Damage

Do not throw anything away. Save the outer box with the shipping label (especially UPS tags) and the inner packing material. Call or e-mail the campus central receiving unit.

On the packing list, star the damaged item(s), indicate the damage, and the action being taken.

Contact the vendor to report the damage and request a Return of Merchandise Authorization (RMA) number.

Complete a Request for Shipment of Merchandise form. See 80.15. Enter the RMA number on the form where indicated.

Put the original or a copy of the packing list with the Request for Shipment of Merchandise and the damaged items. Call the campus central receiving unit for pickup.

The campus central receiving unit calls the delivery carrier and ships the damaged order back to the vendor.

Wrong or Defective Merchandise

Indicate in PAPR or to the campus central receiving unit which items were received and whether any items are defective or wrong. Indicate whether replacement or cancellation of the order is desired.

Prepare any wrong items for shipping and fill out a Request for Shipment of Merchandise form (see 80.15).

Put the mail-ready merchandise, a copy of the packing list, and the Request for Shipment of Merchandise form together and call the campus central receiving unit for pickup.

Correspond with the vendor regarding replacement.

Overage

An overage is the shipment of more items than requested by the department.

If the packing list indicates an overage, the campus central receiving unit whether or not the overage is to be retained.

If the overage is not to be retained, prepare the excess items for shipment and complete a Request for Shipment of Merchandise form. See 80.15. Put a copy of the packing list, the Request for Shipment of Merchandise form, and the mail-ready overage together. Call the campus central receiving unit for pickup.

The department corresponds with the vendor regarding return of the material.

If the packing list does not indicate the overage, indicate in PAPR or to the campus central receiving unit whether or not the overage is to be retained. If the overage is not to be retained, prepare the shipment as described above.

If the overage is to be retained, indicate this in PAPR or to the central receiving unit.

The department contacts the vendor to request invoicing.

Assistance

The campus central receiving unit assists departments with problems upon request.

DIRECT RECEIPT BY DEPARTMENT

Sometimes a shipping company delivers items directly to a department or department personnel pick up items from a vendor.

The department must promptly report receiving any orders sent directly to or picked up by the department. The department promptly indicates receipt of the items in PAPR or notifies the campus central receiving unit by telephone or email.

Departments at WSU Pullman, WSU Spokane, WSU Vancouver, or other WSU locations which do not have a central receiving unit notify Central Receiving by:

E-mail rdands@wsu.edu, or

Telephone 335-5575, or

Submitting the information through the Central Receiving Completion of Purchase Orders website at:

http://facops.wsu.edu/cr_pos.asp

WSU Tri-Cities departments notify the Shipping and Receiving department by e-mail to:

copyctr@tricity.wsu.edu

Department personnel or the campus central receiving unit record the information regarding receipt of merchandise in the online application, PAPR.

Departmental Requisition Purchases

If the merchandise is originally purchased through Purchasing with a regular Departmental Requisition (see 70.10), follow the procedures below.

PAPR Authorization

Department personnel who have received PAPR access authorization record the receipt of items purchased on a Departmental Requisition in PAPR.

No PAPR Authorization

Department personnel who have not received PAPR access authorization notify the campus central receiving unit.

Department personnel without PAPR access authorization at WSU Pullman, WSU Spokane, WSU Vancouver, or other WSU locations which do not have a central receiving unit may notify Central Receiving of receipt of items purchased on a Department Order by:

E-mail rdands@wsu.edu, or
Telephone 335-5575, or
Submitting the information through the Central Receiving Completion of Purchase Orders website at:

http://facops.wsu.edu/cr_pos.asp

WSU Tri-Cities department personnel who have not received PAPR access notify WSUTC Shipping and Receiving of receipt of items purchased on a Department Requisition by e-mail to:

copyctr@tricity.wsu.edu

Invoice

Enter the Purchase Order number onto the vendor's invoice. A departmental representative signs the invoice indicating receipt of the merchandise. The department routes the invoice directly to Accounts Payable for payment.

Blanket Order Purchases

If the merchandise is originally purchased from an off-campus vendor using a blanket requisition (see 70.19):

Enter the blanket requisition number and the appropriate WSU account coding on the vendor's invoice.

An individual with expenditure authority for the indicated account signs the invoice and routes it directly to Accounts Payable.

Purchasing Card Purchases

Follow receiving procedures in 70.08 when using a department purchasing card to purchase from a non-University vendor.

Department Order Purchases

Follow receiving procedures in 70.07 when using a Department Order to purchase from a non-University vendor.

Confirming Requisition Purchases

Complete a confirming requisition to receive and pay for items not originally purchased using other standard purchasing procedures. See 70.20.

80.15_Shipping_Services.htm

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SHIPPING SERVICE

Central Receiving processes outgoing shipments for University departments located on the Pullman campus. The respective campus mailing services offices process outgoing shipments for departments located at WSU Spokane, WSU Tri-Cities, and WSU Vancouver.

Using the campus shipping and mailing services offices enables WSU to minimize service vehicle traffic on the Pullman, Spokane, Tri-Cities, and V ancouver campuses.

Overnight Service

Use Central Receiving or campus mailing services for overnight shipments by Federal Express or other carriers offering overnight service. See also 80.28.

Assistance

Contact Central Receiving or campus mailing services for assistance and advice. Central Receiving and campus mailing services personnel can explain shipping and routing options. Central Receiving and the campus mail service offices also provide rate quotes and insurance prices. See also 80.28 regarding freight discounts and SPPM 5.40 regarding shipping hazardous materials.

WSU Pullman

For more information concerning WSU Pullman shipping services, see the Central Receiving website at:

http://facops.wsu.edu/CentralReceiving/cr_about.asp

or telephone 509-335-5575.

Hazardous Materials

Prior to requesting shipment of hazardous materials, refer to SPPM 5.40 and the Office of Research Assurances Hazardous Materials Shipping website at:

http://www.ora.wsu.edu/Shipping/

WSU Spokane

For more information concerning WSU Spokane shipping services, contact Mail Services at 412 E. Spokane Falls Blvd., SCF 410A; telephone 509-368-6995.

Hazardous Materials

Prior to requesting shipment of hazardous materials, refer to SPPM 5.40.

WSU Tri-Cities

For more information concerning WSU Tri-Cities shipping services, contact the Copy/Mail Center; telephone 509-372-7273.

Hazardous Materials

Prior to requesting shipment of hazardous materials, refer to SPPM 5.40 and the Copy/Mail Center website at:

http://www.tricity.wsu.edu/copycenter/

WSU Vancouver

For more information concerning all WSU Vancouver shipping services, see the WSU Vancouver Mailroom website at:

http://inside.vancouver.wsu.edu/

or telephone 360-546-9708.

Hazardous Materials

Prior to shipping hazardous materials, WSU Vancouver departments are to refer to SPPM 5.40 and the Mailroom website at:

http://inside.vancouver.wsu.edu/mailroom/hazardous-materials

REQUEST FORM

Shipping request forms direct the campus receiving or shipping office to:

Ship an outgoing package, or

Return an item to a vendor for any reason (this includes any item given directly to a vendor's representative).

Request Forms or Documents

See below for shipping request forms or documents which are available for use by campus departments.

WSU Pullman and WSU Tri-Cities

WSU Pullman and WSU Tri-Cities departments use the Request for Shipment of Merchandise form to request shipping services. The form is available for free from University Stores (US). Request US item number 3979. (See 70.35 for University Stores ordering procedures.)

WSU Spokane

WSU Spokane departments use the online Shipping Request Form available at:

http://spokane.wsu.edu/Forms/renderer.aspx?FormID=44

WSU Vancouver

WSU Vancouver departments may obtain FedEx or UPS shipping forms from the Mailroom. Request instructions are available on the Mailroom website at:

http://inside.vancouver.wsu.edu/mailroom/ups-fedex

Shipping Request Form Completion Instructions

The following numbered explanations correspond to the numbered sections on the Request for Shipment of Merchandise form sample in the PDF version of 80.15.3. Unnumbered sections are considered self-explanatory. NOTE: Other shipping request forms may include similar sections for users to complete.

Ship To (1)

Always complete the SHIP TO section of the form.

Ship Via (2)

Specify how Central Receiving (or campus shipping services) is to send the item.

Auto

Auto freight (large truck); used for large bulky items, e.g., items on pallets, furniture. Shipment over 200 pounds are shipped by auto freight.

Ground

Ground transport; used when time is not a factor to minimize expense.

Air Priority Overnight

Air delivery by 10:30 a.m. the next business morning to designated locations.

Air Standard Overnight

Air delivery by 3:00 p.m. the next business afternoon.

Air 2-Day

Air delivery by 4:30 p.m. the afternoon two business days after the day ordered.

Air 3-Day

Air delivery by 4:30 p.m. the afternoon three business days after the day ordered.

Prepaid Label

Items being returned to a vendor on a prepaid label. This label may be a United Parcel Service (UPS) call tag, a Return Service (RS) label, or a Federal Express (FedEx) ground Package Return Program (PRP) tag.

Insurance (3)

Indicate whether or not the package should be insured.

To purchase insurance check yes and specify the value of the package. If the form describes more than one package, place a number on each package. On the form enter each package's value next to the package number. Use an attachment if necessary.

Billing (4)

Indicate how Central Receiving (or campus shipping services) is to bill the shipping.

Prepaid

Accounts Payable charges the specified University account for the shipping charges.

Freight Collect

This applies to auto freight. Collect freight is charged to the department shipping the goods.

Bill Recipient

This applies to UPS and FedEx shipments. The recipient pays for the shipping charges.

Include the UPS or FedEx account number on the request in order for the request to be shipped collect. Include any authorization from the recipient which indicates a willingness to pay the shipping charges. If the recipient refuses the collect shipment, the department is responsible for shipping costs.

COD

COD (Collect on Delivery) directs Central Receiving (or campus shipping services) to ship COD on UPS. Obtain prior approval from the recipient before shipping COD.

Department Account (5)

Enter the coding of the WSU account paying for the shipping services.

Description of Merchandise (6)

Describe the package contents. Central Receiving (or campus shipping services) uses this description to help find lost packages and file damage claims.

Hazardous Material (7)

Complete this section if shipping hazardous material. See also SPPM 5.40.

Confirm whether or not the package contains hazardous material;

Indicate the description and weight of dry ice in kilograms (kg.);

Provide the name of the hazardous material package preparer.

Returning Merchandise (8)

Complete the RETURNING MERCHANDISE section in addition to the SHIP TO section when returning merchandise to a vendor.

Purchase Order Number (9)

Enter the Purchase Order Number in the block showing the alpha prefix from the purchase order that initiated the original purchase.

NOTE: A Purchase Order Number includes an F, B, or K prefix. F represents a Field Order Number, B a Blanket Order Number, and K a Department Order.

Reason for Return (10)

Indicate the reason for returning the merchandise.

Contact With Vendor? (11)

Enter the details of any contact with the vendor regarding the merchandise. Include any directions. Include the vendor contact name and telephone number.

Return Authorization No. (12)

Enter a return authorization number if the vendor provides one. If the vendor provides a return number, the number must be referenced on the outside of the box in order to correctly return the merchandise. Many vendors do not accept returned merchandise without a Returned Merchandise Authorization number.

Authorized Signature (13)

An employee with expenditure authority for the account must sign the form if the department is paying the shipment costs. See 70.02 for an explanation of expenditure authority.

Mail Code (14)

Enter the department's mail code.

Form Routing

The department retains a copy (the goldenrod sheet, if using the Request for Shipment of Merchandise form) as a control copy.

Route the rest of the form set with the merchandise.

REQUEST PICKUP

Contact the campus shipping services office to request merchandise pickup.

WSU Pullman senders contact Central Receiving; telephone 335-5575.

WSU Spokane senders contact Mail Services; telephone 509-368-6995.

WSU Tri-Cities senders contact the Copy/Mail Center; telephone 509-372-7273.

WSU Vancouver senders contact the Mailroom; telephone 360-546-9708.

SHIPMENT

Central Receiving or campus shipping services ships the merchandise and distributes the remaining shipment request form parts.

Original (White)

The original (white sheet) is routed to Accounts Payable, Controller's Office. (Accounts Payable charges the shipping costs, insurance, and/or packing charges to the indicated account.)

Campus Shipping Office Copy (Yellow)

Central Receiving or the campus shipping services office files a copy (yellow sheet).

Department Copy (Pink)

Central Receiving or the campus shipping services office returns a copy (pink sheet) to the department.

TRACKING PACKAGES

To track a lost package or to verify that a sent package has been received, the user must have the tracking number provided on the Request for Shipment of Merchandise or shipping verification from the campus shipping services office. The tracking number is located in the upper righthand corner of the Request for Shipment form under Carrier No.

United Parcel Service

Look up the tracking number on the Request for Shipment of Merchandise form or shipping verification returned by the campus shipping office. When tracking a package with UPS, always add the prefix "1Z942281" to the the tracking number on the request form. With the complete tracking number UPS can provide immediate proof of delivery.

UPS shipments may be tracked by telephone or online.

Telephone

To track a package by telephone through UPS dial the 800 telephone number. Provide the representative with the tracking number. Also, provide UPS with the WSU shipper number (942-281).

Online

To access UPS tracking information online, go to:

http://www.ups.com/

Select "Tracking"

Enter the UPS tracking number

Select "Submit"

Federal Express

Federal Express (FedEx) shipments may be tracked by telephone or online.

Telephone

Dial the 800 telephone number for FedEx. Provide the representative with the tracking number from the FedEx Airbill or applicable Request for Shipment of Merchandise form.

Online

To access FedEx tracking information online, go to:

http://www.fedex.com/us/

Select "Tracking"

Enter the FedEx Airbill number

Select "Request Tracking Info"

Auto Freight Carriers

Large items usually weighing 150 pounds or more are shipments sent via auto freight. These shipments may be tracked by pro numbers. (The term "pro number" is short for progressive number and is a transportation industry term used primarily by transportation providers.)

Use one of the following methods for tracking inbound or outbound auto freight:

Inbound Freight

Contact the vendor to obtain the pro number. (See above for definition of "pro number.") The vendor or campus shipping services can provide tracking information for an inbound shipment.

Outbound Freight

The pro number is located under Carrier No. on the Request for Shipment of Merchandise form or shipment confirmation, or may be obtained by contacting the campus shipping services office. Campus shipping services provides tracking information for outbound shipments.

Other Carriers

Dial the 800 telephone number for the other carrier. Provide the representative with the tracking number from the carrier document.

PACKING MERCHANDISE

Follow these steps when packing merchandise for shipment.

Container

Use a corrugated carton. Choose one having rigid construction with all the flaps intact. Remove old addresses and shipper numbers.

Cushioning

Pack with plenty of cushioning. Use at least two inches of cushioning material under, around, over and between the shipped items. The contents should not move inside the container during transit.

Sealing/Taping

Do not wrap the box with paper. Seal the carton with sturdy fiberglass tape. Do not use cellophane tape, masking tape, or string.

Labeling

Type or clearly print the address information on labels. Type the recipient address on one label. Type the department's campus return on a separate label.

Place the labels on the top of the carton but not over the tape. Place the department's campus return label in the upper left corner. Include telephone numbers for both parties.

Place a duplicate label inside the carton. Duplicate the information appearing on the outside package label.

80.28_Freight_Discount_Contracts.htm

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WSU has pricing agreements with a number of preferred freight carriers. Pricing agreements apply to both inbound and outbound freight for all WSU units, including branch campuses and research stations. Pricing agreements apply to intrastate, interstate, and international shipments.

Advantages

There are several advantages to using a preferred carrier to ship freight:

Cost savings

Improved service

Faster transit times

Less damage

Faster claim settlement

Discount Pricing

The pricing agreements provide discounted pricing on all shipments charged to the accounts established for WSU. In order to obtain discount pricing, departments must:

Request freight collect shipment,

Provide correct account numbers, and

Provide the appropriate shipping address.

Pricing Agreement Assistance

Contact Central Receiving for questions about preferred carrier pricing agreements; telephone 335-4529.

Small Package Delivery Shipments

The State of Washington contracts with FedEx and UPS provide all WSU departments with discounted rates for small package delivery, i.e., shipments weighing 150 pounds or less.

Contact Central Receiving for contract account numbers and current pricing information; telephone 335-4153.

Less than Truck Load (LTL) Shipments

The following freight vendors are the preferred carriers for less than truck load (LTL) shipments:

USF Reddaway

Fast Way Freight Systems

ABF Freight System

Oak Harbor Freight Lines

Peninsula Truck Lines

Midwest Motors

Old Dominion Freight Line

Spokane Transfer

SAIA Motor Freight Line

Truck Load Shipments

CTX Transport is the preferred carrier for full truck load shipments.

FREIGHT MANAGEMENT

Incoming Shipments

By applying the procedures below, a department obtains the lowest shipping rates available for incoming shipments.

Select Preferred Carrier

A shipment weighing 150 pounds or less may be shipped by a small package carrier such as FedEx or UPS, or by one of the LTL preferred carriers listed above.

Select one of the WSU preferred LTL carriers to ship single-piece shipments weighing over 200 pounds or multiple-piece less than truck load shipments. See the list of LTL preferred carriers above.

Select the WSU preferred truck load carrier (CTX Transport) to ship full truck load shipments.

Using WSU preferred carriers, freight service is available to the entire lower 48 states, areas in Alaska, Hawaii, Canada, and Mexico. Contact Central Receiving for further information about carrier shipping locations.

Request "Freight Collect"

To obtain discounted rates, request that the vendor ship "freight collect" using one of the University's preferred carriers.

When goods are shipped freight collect, the carrier bills WSU for shipping. Freight collect shipping costs include only the actual cost of transportation and are not included in the vendor invoice for the goods.

Charge to Preferred Carrier Account Number

Charge shipping costs to the preferred carrier account number established between WSU and the carrier.

Contact Central Receiving for preferred carrier account numbers.

All preferred carriers automatically charge all freight collect shipments for WSU at the agreed rate when the shipping address includes "Washington State University."

The attention line of shipping address must include department name and purchase order number or blanket order number.

Request Delivery Address

Pullman Campus Only

In order to receive preferred carrier discounts, incoming shipments to Pullman campus units must be delivered to Central Receiving. Central Receiving then delivers the items to the proper departments/units.

Non-Pullman Locations

In order to receive preferred carrier discounts for incoming shipments to non-Pullman campus units, packages must be delivered to the receiving and delivery department for that campus location. The campus receiving and delivery department then delivers the items to appropriate unit.

Outgoing Shipments

Complete a Request for Shipment of Merchandise and contact the campus receiving and delivery department to process an outgoing shipment. See 80.15.

The receiving and delivery department at each campus location may directly obtain the most favorable rates or may contact Central Receiving at WSU Pullman; telephone 335-4529.

TRACKING SHIPMENTS

Most preferred LTL carriers provide a website for shipment tracking. Departments may also contact Central Receiving to track shipments.

Federal Express (FedEx)

To access FedEx tracking information, go to:

http://www.fedex.com/us/

United Parcel Service (UPS)

To access UPS tracking information, go to:

http://www.ups.com

DAMAGED SHIPMENTS

Call Central Receiving or the non-Pullman campus receiving and delivery department immediately for assistance with damaged shipments. Departments must file claims for damaged freight within five working days of receiving the merchandise.

Retain all packaging and documents for the damaged goods.

Complete a Request for Shipment of Merchandise if damaged items are to be returned to the vendor. See 80.15.

30.59_Cash_Registers.htm

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FINANCE
30.59
NEW 8-01
Controller's Office
335-2024
PDF link

OVERVIEW

Departments which use cash registers must maintain complete records of cash register activity. Departments are responsible for closing out each register at the end of the business day and completing a balance reconciliation for each register.

CASH REGISTER REQUIREMENTS

In order to maintain complete activity records, cash registers used by University departments must have all of the following:

One cash drawer per cashier or one cash register per cashier,

The ability to record the cashier identification name or number for each transaction,

A cash register tape and a journal tape which record all transactions,

A key which enables readings or totals of receipts-to-date to be taken during the business day,

A Grand Total of cumulative sales which cannot be reset to zero or a continuous transaction counter,

A void transaction key on the register or departmental procedures in place to track voided transaction numbers, and

The ability to show money totals by type, e.g., cash, check, bankcard, coupon, CougarCard.

BALANCE CASH REGISTER

Follow the procedures below to balance the cash register at the end of each business day:

Ring Out Register

Total and close out ("ring out") the cash register.

Reconciliation Sheet

Use a daily reconciliation sheet to compare and balance the register receipts and adjustments against the money (e.g., cash, checks, bankcard receipts, coupons) on hand at the end of the day.

Departments may create daily reconciliation sheets or use the template in the PDF version of 30.59.5 as needed.

The instructions for completing the Daily Reconciliation Sheet are numerically keyed to numbers on the sample in the PDF version of page 30.59.2.

(1) Starting Cash (Till Cash)

Remove the till cash before counting the day's receipts. See 30.51.

(2) Cash Collected

After the till cash is accounted for, list the cash collected, including totals of each denomination.

(3) Total Collected by Money Type

List the money collected by type, e.g., cash, checks, bankcard, coupons, and CougarCard. Indicate the total collected for the day.

(4) Totals from Cash Register Tape

On the other side of the page, list the daily cash register tape totals and any adjustments.

Net Sales / Gross Sales

Compare the amount of net sales and gross sales (if applicable) showing on the register tape.

Note the source of any differences (voided sales, sales returns, and/ or other credits). These adjustments should be accounted for and documentation supporting the adjustments should be retained.

Voided Sales

A supervisor must initial approval for voided sales transactions. The voided sales slip must be attached to the daily reconciliation sheet along with the original sales slip.

Sales Recorded by Type

List the sales recorded by type on the register tape, e.g., cash sales, check sales, bankcard sales.

(5) Money Collected by Type / Sales Recorded by Type

Compare the amounts of money collected (e.g., cash, checks, bankcards, coupons, CougarCards), to the sales listed by money type on the register tape. Investigate and note any differences.

(6) Total Recorded / Total Collected

Compare the amount of total sales recorded on the cash register daily tape to the total collected.

Investigate and attempt to resolve any differences. If any difference cannot be resolved, write the amount over or short on the reconciliation sheet.

(7) Notes/Comments

Describe any differences investigated, attempts to resolve the differences, and any adjustments made to the sales totals and/or totals of money collected.

(8) Grand Total

Ensure that the Grand Total from the previous day's cash register tape plus the current day's net sales are equal to the Grand Total on the current day's cash register tape.

Note the result of the comparison on the reconciliation sheet. Write the ending Grand Total from the previous day on the current day's reconciliation sheet.

(9) Ending Transaction Number

If cumulative totals are not kept, compare the previous day's ending transaction number plus the current day's number of transactions to the current day's ending transaction number.

Write the ending transaction number from the previous day on the current day's reconciliation sheet.

Supporting Documentation

Attach the cash register tape and all supporting documents to the Daily Reconciliation Sheet.

(10) Approvals

The cashier and a reviewer sign the reconciliation sheet. The reviewer's signature indicates that he or she has reviewed the reconciliation sheet and that it is correct.

Records Retention

Retain the reconciliation sheet and attachments for six years after the end of the fiscal year. See 90.01 for records retention requirements.

Monitor Sales Adjustments

A supervisor and/or the department manager are to routinely monitor overages, shortages, and other sales adjustments to identify possible problems.

Refunds

Do not process refunds through the cash register.

Cash/Check

Submit a State of Washington Invoice Voucher to the Controller's Office to refund cash or check purchases. See 30.45 and 30.55.

Credit Card

Complete a Credit Card Refund Voucher and follow the procedures described in 30.55 to refund credit card purchases.

DEPOSIT MONEY

Someone other than the cashier prepares a Cash Deposit Report and attaches a copy of the cash register ring-out total tape. This person signs the Cash Deposit Report as Preparer.

The Cash Deposit Report and the deposit is forwarded to a reviewer. The reviewer verifies the deposit for intactness and signs the Cash Deposit Report as Approver.

See 30.53.

See PDF version of BPPM, 30.59.5: Daily Reconciliation Sheet
Blank Master
Print or complete onscreen and print as needed.

30.55_Refunds.htm

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FINANCE
30.55
Revised 7-11
Controller's Office
335-2024 PDF link

Refunds of Cash/Check Purchases

Departments generating refunds for purchases paid by cash or check complete and send a State of Washington Invoice Voucher to the Controller. The Controller's Office makes the refund payment.

NOTE EXCEPTION: To make a cash/check refund involving the Student Accounts System contact the Student Accounts Section of University Receivables, Controller's Office, for information.

Refunds of Credit Card Purchases

A refund for a purchase charged to a credit card must be reimbursed to the credit card account charged for the purchase.

Departments generating refunds for purchases paid by credit card complete a Credit Card Refund Voucher. The voucher is the authorized invoice for processing the refund. See below.

CASH/CHECK REFUNDS

State of Washington Invoice Voucher

Complete a State of Washington Invoice Voucher for refund of purchases paid by cash or check. (See the sample in the PDF version of 30.55.3. See also 30.45.)

The department enters the following information on the invoice. The numbered instructions are keyed to the numbers on the sample.

Department (1)

Enter the department name, address, and mail code.

Also enter the name of the departmental contact and the contact telephone number.

Vendor or Claimant (2)

Enter the refund recipient's name and address under Vendor or Claimant.

Also enter the employee's or student's WSU identification number under WSU ID Number.

For refunds to an individual with no WSU affiliation, enter "No WSU Affiliation" under WSU ID Number.

Vendor's Certificate (3)

The intended refund recipient signs the Vendor's Certificate.

If the recipient is unavailable, indicate "Special Endorsement." The Controller's Office includes a special endorsement stamp on the check in such cases.

Description (4)

Indicate the reason for the refund under Description.

Reference Numbers (5)

Enter the reference numbers of the original transaction documents under Description. Provide the original WSU Invoice form number and the Controller's Receipt number.

Amount of Refund (6)

Enter the amount of refund requested.

Authorized Signature (7)

An individual with expenditure authority for the department's account signs the form. See 70.02 for an explanation of expenditure authority.

Account Code (8)

Indicate the coding from the original Controller's Receipt. Check AIS Account Balances to obtain this number. See 85.33.

Routing the Voucher

Send one copy of the voucher to the Revenue Manager in the Cash Management/Accounting Section of the Controller's Office.

Refund Sent

If Controller's Office personnel approve the refund, a check is sent to the individual indicated on the invoice voucher.

CREDIT CARD REFUNDS

Credit Card Refund Voucher

Complete a Credit Card Refund Voucher for each credit card refund. (See the sample in the PDF version of 30.55.5.)

Complete and/or print the blank master on 30.55.7 to obtain copies of the form.

The department enters the following information on the voucher. The numbered instructions are keyed to the numbers on the sample.

Department (1)

Enter the department name, address, and mail code.

Also enter the name of the departmental contact and the contact telephone number.

Claimant (2)

Enter the refund recipient's name and address under Claimant.

Also, enter the employee's or student's WSU identification number under WSU ID Number.

For refunds to a claimant with no WSU affiliation, enter "No WSU Affiliation" under WSU ID Number.

Enter the social security number or the employer taxpayer ID number for a non-WSU individual under Social Security No. or Employer Taxpayer ID No.

Transaction Tracking Number (3)

Enter the number assigned by the credit card company to authorize the purchase. NOTE: This number is required for refunds of web purchases.

Description (4)

Indicate the reason for the refund under Description.

Reference Numbers (5)

Enter the reference numbers of the original transaction documents under Description. Provide the original WSU Invoice form number and the Controller's Receipt number.

Amount of Refund (6)

Enter the amount of refund requested.

Authorization (7)

Each Credit Card Refund Voucher must be signed by two departmental individuals.

Prepared By Name and Signature

Enter the name and signature of the individual who completes the voucher.

Approved By Name and Signature

An individual with expenditure authority for the department's account signs the form. See 70.02 for an explanation of expenditure authority.

Account Code (8)

Indicate the coding from the original Controller's Receipt. Check AIS Account Balances to obtain this number. See 85.33.

Department-Processed Credit Card Refunds

When the voucher has been completed and approved, the department submits the refund to the credit card company. See below.

For credit card refunds processed and submitted by the department, retain the Credit Card Refund Voucher in the department for six years. See 90.01.

See below for refund transaction types which are to be processed and submitted by the Controller's Office.

Electronic Bankcard Processing

For refunds processed on a swipe-transfer credit card machine, the entered refund information appears on a receipt and is recorded in the machine as part of the day's transaction totals.

The claimant signs the receipt and retains the copy. The department retains the original signed credit card refund transaction receipt.

At the close of each business day, the transactions stored in the credit card machine are totalled. This closing process transfers the net total of the day's credit card transactions to the bank.

Retain the original transaction totals tape generated by the credit card machine and the original individual sales slips for six years. See 90.01.

Retain the Credit Card Refund Voucher for six years. See 90.01.

Cash Deposit Report

Attach the copy of the day's transaction totals tape to a Cash Deposit Report. Submit the report to the Cashier's Window, Controller's Office.

Controller-Processed Credit Card Refunds

Send the Credit Card Refund Voucher to the Revenue Manager, Controller's Office, to make a credit card refund for any of the following transactions:

Web purchases,

Tuition, and

Graduate/undergraduate application fees,

The Controller's Office processes the refunds with the credit card companies for these transactions.

See the PDF form:
30.55.7: Credit Card Refund Voucher
Complete and/or print as needed

30.45_State_of_Washington_Invoice_Voucher.htm

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OVERVIEW

State agencies, including WSU, use the State of Washington Invoice Voucher to substantiate and authorize payment when purchase orders or field orders are not used. (SAAM 85.32.30.a)

Purposes

University departments process the following transactions with a State of Washington Invoice Voucher:

Reimbursement of petty cash funds. See 30.50.

Refund of a purchase paid by cash or check. See 30.55 and 30.59.

Payment to an outside vendor. See 70.16, 80.24, and SPPM S30.50.

Payment to a contractor, when a printed invoice is not available. See 70.21 and 70.50.

Fee payment for a speaker or conference participant if the payment does not include travel expenses. See 95.25.

Purchase of alcoholic beverages from the Washington State Liquor Store. See 70.29.

Cash advance. See 40.21.

Employee reimbursement for an approved purchase which the employee made with personal funds. See 70.20, 70.31, 70.33, and 70.61.

The form may be used for other transactions as appropriate.

Obtaining Forms

Complete and/or print the PDF master form on 30.45.2 to obtain copies of the State of Washington Invoice Voucher.

An automated template is available from the Procedures, Records, and Forms FileMaker Forms website at:

http://www.wsu.edu/~forms/fm.html

See the PDF form:
30.45.2: State of Washington Invoice Voucher
Complete and/or print as needed

40.21_Cash_Advances.htm

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SPONSORED AGREEMENTS
40.21
REV 6-01
Sponsored Programs Services
335-2058 PDF link

DEFINITION

A cash advance is a specified cash sum issued to a staff or faculty member who purchases goods or services in circumstances which do not permit usual WSU purchasing procedures. A typical example would be funds for purchase of supplies while on a field project.

Programs 11-14 Only

Cash advances, as documented in this section, are issued from accounts in sponsored (11-14) programs only.

Other Types of Funds

WSU administrative units which require cash funds may wish to open a petty cash fund for making purchases (see 30.50) or a till cash fund for making change (see 30.51).

Travelers requiring a Travel Expense Advance should follow procedures in 95.05.

RESPONSIBLE EXPENDITURES

Recipients of cash advances are expected to disburse WSU funds responsibly and carefully, making every effort to extract a fair value for expended dollars. In addition, all purchases are to be appropriate and in accordance with the policies and procedures of the state of Washington, WSU, and grant and contract sponsors.

WHO MAY APPLY

Only faculty and staff on the WSU payroll are eligible to apply for cash advances.

All previous advances issued an applicant must be cleared before a new cash advance is issued.

APPLYING FOR A CASH ADVANCE

The applicant initiates a Cash Advance Request (see sample in the PDF version of 40.21.3) and a State of Washington Invoice Voucher (see also 30.45). All documents are sent to Sponsored Programs Services a minimum of 10 days before the check is required to allow time for approval and processing.

Cash Advance Request

Make a copy of the form in the PDF version of 40.21.8 and fill it out according to the following instructions. Refer to the sample in the PDF version of 40.21.3. Unexplained sections are considered self-explanatory.

Maximum Amount Required

This amount should be the maximum amount of cash required at any one time during a field trip, period abroad, or project.

Installment Amount Required

Controller's Office personnel recommend that advance holders receive funds in installments, replenishing the cash supply at intervals. In this manner, potential loss of cash or receipts can be minimized.

If the applicant plans to use the cash advance for more than 90 days, Sponsored Programs Services requires that the advance be replenished in installments. Sponsored Programs Services may grant exceptions to this requirement.

The installment amount required may be any amount up to and including the amount required indicated under Maximum Amount Required or $50,000, whichever is less.

If a recipient of a cash advance wishes to have his or her cash supply replenished on a monthly basis, batched original receipts and a State of Washington Invoice Voucher (see example in the PDF version of 40.21.5) must be submitted to the Controller's Office by the 15th to receive the installment check by the first of the following month.

When calculating the interval between checks, off-campus cash advance holders should allow for maximum mailing time to and from the area plus two weeks for WSU processing. Thus, if the maximum mail interval is one week each way, the installment amount required would be cash to sustain activity for four weeks.

Final Accounting Date

This is the date all outstanding receipts are turned in to the Controller's Office. This date is no later than 15 days after the applicant's anticipated return to campus.

Description

Describe the nature of the planned purchases. Usually this is not itemized, e.g., miscellaneous office supplies, camping equipment. Any unusual items should be listed, e.g., water purifiers, malaria medicine.

Disbursement

If the cash is for disbursal by the applicant to WSU faculty, staff or students, a complete list of proposed cash recipients is included. When cash is actually disbursed by the recipient of the cash advance, each individual indicates receipt by signing a list of names. The signed list of names serves as a receipt for the cash and is turned in to the Controller's Office.

Applicant's Signature

The applicant agrees to properly account for the cash advance, and indicates that he or she understands that the state of Washington has the right to withhold the applicant's pay against unaccounted balances.

Approval Signatures

The applicant's dean and department chair signify approval of the cash balance. These individuals are not personally liable for any unaccounted balances incurred by the applicant.

State of Washington Invoice Voucher

The applicant submits a State of Washington Invoice Voucher (see also 30.45) with the Cash Advance Request (see sample in the PDF version of 40.21.5) filled out as follows:

Vendor or Claimant

Include the applicant's name and the address to which the check is mailed. If the applicant wishes to personally pick up the check, this should be indicated under DESCRIPTION.

Vendor's Certificate

The applicant signs and indicates his or her title.

Description

Indicate "Cash advance per attached request."

Amount

Indicate the total amount of the requested cash advance.

Authorized Signature

This is signed by the department chair or an authorized departmental representative.

Account Code

Indicate the account code of the supporting account.

Routing

Send the request documentation to Sponsored Programs Services.

MANAGEMENT AND DOCUMENTATION OF CASH ADVANCES

Recipients of cash advances are expected to maintain complete records and retain receipts from all transactions involving the funds.

Project Control Register

The Project Control Register form may be used by cash advance recipients to keeping track of expenditures. Sponsored Programs Services provides supplies of the Project Control Register upon request.

Security of Funds

The recipient of a cash advance is responsible for the security of the funds.

Traveler's Checks

When practical, recipients of cash advances are encouraged to obtain traveler's checks. WSU or the project sponsor pays the bank charges.

Bank Accounts

Large cash advances should be deposited in a bank near the project location.

Bank charges are allowable expenses. A copy of the bank statement is turned in with the periodic receipts or on the final accounting date.

Out-of state and foreign accounts -- Follow procedures for out-of-state and foreign accounts in 30.65. Foreign banking regulations should be checked. In some countries, one individual cannot write checks on an account established by another, even though they are both working on the same project.

If the bank account is established in the name of Washington State University or in the name of a University department, the approval procedures in 30.65 must be followed.

Safes

Cash amounts in excess of $100 are kept in safes, vaults or money chests if traveler's checks or bank accounts are not used.

Currency Exchange In Foreign Countries

Dollars are exchanged in legal currency transactions, usually at a bank or government currency exchange. The recipient of the cash advance is to obtain a receipt for the transaction for submittal to the Controller's Office on or before the final accounting date. Until the total amount advanced is liquidated, apply the exchange rate used at the time of conversion.

Upon liquidation of the amount advanced, report as a project expense any loss incurred as a result of exchange rate changes. Report as a reduction in expenditures any gain incurred as a result of exchange rate changes.

Prior to requesting a cash advance, consider the local market conditions in order to minimize the impact of exchange rate fluctuations.

Hiring Temporary Employees

When hiring personnel from the local area use standard WSU temporary employment procedures. See 60.26, 60.27, and 55.26. Payroll Services generates checks for temporary employees from accounts designated on appointment forms. Temporary employees are not paid directly from cash advance monies.

Disposal of Property

If the purchase was made with funds from a sponsored account, the principal investigator contacts Sponsored Programs Services requesting disposal instructions prior to disposal.

Sale

If property is to be sold, WSU Purchasing should be contacted for proper sale procedures. All sale receipts are retained and turned in on the final accounting date.

Abandonment

Items are abandoned only in appropriate areas of abandonment, e.g., a dump, junkyard, or recycling center.

Excess Expenditures

Recipients of cash advances should be aware that they are accepting personal liability for expenses that exceed the amount of the cash balance. There is no guarantee that WSU or a sponsoring agency will reimburse excess expenditures.

A recipient of a cash advance who wishes to be reimbursed for excess expenditures should send the following documents to the Controller's Office.

Receipts for excess expenditures.

Cash Advance Request -- Include the pertinent items indicated above under applying for a cash advance, plus an explanation of why the expenditure was necessary. This request is approved by the dean and department chair.

State of Washington Invoice Voucher -- This is filled out as indicated above under applying for a cash advance.

Final Accounting

The recipient of the cash advance is responsible for turning in all outstanding receipts and unexpended cash to the Controller's Office within 15 days of return to campus as designated on the Cash Advance Request. The Controller's Office should be notified if the recipient of the cash advance cannot account for the expenditures by the final accounting date.

Receipts are to be in chronological order within expenditure type and referenced to the original State of Washington Invoice Voucher number when turned in for final accounting.

All outstanding cash advances must be cleared prior to termination of WSU employment.

See PDF version of BPPM, 40.21.8: Cash Advance Request
Blank Master
Print or complete onscreen and print as needed

30.51_Till_Cash_Funds.htm

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Till cash funds provide departments and service centers with cash for making change in across-the-counter financial transactions.

Such funds are used exclusively for transactions involving official University business.

Till cash funds are not used to purchase goods or services. See 30.50 for discussion of petty cash funds.

ESTABLISHING FUND

All new till cash funds must be approved by the Controller.

Memorandum

Initiate a requesting memorandum to the Controller at least 10 days before the fund is needed. The memorandum includes the following:

Name and account code of the department or service center.

Amount required.

Specific time period the money is needed.

If the till cash fund is needed only at certain times of the year, e.g., registration, annual conferences, the cash is returned to the Controller's Office at the termination of the specified event.

Purpose and justification for the fund.

Specific location of the fund. Include building and room number.

Planned precautions and available facilities to safeguard the fund.

Name of the fund custodian who will be responsible for safeguarding and using the fund.

NOTE: Administrators are responsible for notifying the Controller's Office when the fund custodian changes.

Approval signature of the department chair or equivalent administrator.

If the Controller grants approval, Controller's Office personnel send a check for the specified amount to the fund custodian. The fund custodian cashes the check at the Cashier's window in French Administration.

MAINTAINING FUND

Original Amount

The amount of cash in the fund must always equal the original amount.

Borrowing from the fund for any reason is not allowed.

The fund may not be used to cash checks.

The fund is subject to audit at any time by WSU's Internal Auditor or a state of Washington auditor.

Departments or service centers must respond promptly to periodic confirmation memorandums from the Controller's Office.

Comingling Cash

Fund cash is not to be combined with cash used for other purposes.

Locked Location

The custodian is responsible for locking the fund in an appropriate location when it is not being used. Keep large till cash funds in a vault or safe. Smaller funds may be locked in a file cabinet or desk drawer.

MISSING CASH

Report the loss to the Controller's Office and the Internal Auditor. Also notify WSU Police if theft is suspected.

CLOSE-OUT

When the fund is no longer needed, notify the Revenue Section of the Controller's Office, and then deliver the entire amount to the Cashier's window in French Administration.

30.50_Petty_Cash_Funds.htm

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POLICY

Administrative units which make frequent purchases in circumstances which do not permit usual WSU purchasing procedures may request the Controller's approval for a petty cash fund (SAAM 85.50.50 and 85.50.70).

Definition

Petty cash funds are revolving imprest accounts which are used to make miscellaneous small or emergency purchases. Petty cash funds as described in this section are supported by accounts in programs 01-10 and 15 and above.

ALTERNATIVES

Cash Advance

Request a cash advance when monies supporting the fund are in programs 11-14 (sponsored accounts). See 40.21.

Till Cash Funds

For a description of till cash funds see 30.51.

Standard Procedures

Before requesting establishment of a petty cash fund, the responsible administrator ascertains that the goods and services to be purchased cannot be obtained from one of the following:

An on-campus vendor (service center), e.g., University Stores.

An off-campus vendor using standard purchasing procedures described in 70.10, or an established blanket purchase order described in 70.19.

FUND CUSTODIAN

The department chair or other equivalent administrator designates a fund custodian who is responsible for maintaining the petty cash fund.

Change of Custodian

The responsible administrator notifies the Controller by memorandum when a new individual becomes custodian of an existing petty cash fund.

The fund custodian insures that the fund is replenished before it is turned over.

PROHIBITED PURCHASES

Only appropriate and legitimate University expenses are paid from a petty cash fund. Since cash purchases bypass Purchasing's control over procurement, the fund custodian and the appropriate administrator must carefully restrict and monitor petty cash funds. Do not use petty cash funds to pay for the following types of purchases:

Travel expenses

Entertainment expenses

Personal items

Payment for personal services or honorariums

Payment of WSU employees for services rendered

ESTABLISHING OR INCREASING A PETTY CASH FUND

All new petty cash funds or increases to existing funds must be approved in advance by the Controller.

Initiate a requesting memorandum to the Controller at least ten days before the fund or additional money is needed. The memorandum includes the following:

Name and account code of the department which will assume responsibility for the expenditures.

Amount of money required -- Normally a one-month supply.

Security procedures and facilities.

Specific location of the fund -- Building and room number.

Name of the custodian who will be responsible for safeguarding and dispensing fund cash.

Approval signature of the department chair or equivalent administrator.

If the Controller grants approval, Controller's Office personnel prepare a check for the specified amount.

USING THE PETTY CASH FUND

The individual who wishes to make a purchase describes the nature of the purchase to the fund custodian.

If the custodian determines that the planned purchase is appropriate, he or she provides the individual with a check or cash for the amount of the purchase.

The custodian prepares a brief note to be filed with the fund which includes:

Date,

Amount of cash outstanding,

Name of the purchaser,

Nature of the planned purchase, and

Custodian's initials.

At the time of purchase, the WSU customer requests that the vendor prepare a written receipt which names Washington State University as the buyer.

The fund custodian maintains a current record of the fund's financial status. The following format is recommended:

Date

Description

Purchases

Reimbursements

Balance

9/9/81 Beginning balance
$50.00

9/12/81 Pullman Radio-TV
$ 5.00

$45.00

9/23/81 NW Mountain Sports
$10.00

$35.00

9/30/81 UPS
$ 7.00

$28.00

10/4/81 Reimbursement
$22.00

$50.00

At any given time, receipts plus cash outstanding (as documented by the file notes) plus available cash must equal the original amount issued by the Controller. Petty cash funds are subject to audit by the Internal Auditor and state of Washington auditors.

REPLENISHING THE PETTY CASH FUND

Monthly

Replenish petty cash funds at least monthly unless the reimbursable amount is less than $100. When reimbursement is less than $100, the fund custodian may seek reimbursement less often than once a month.

End of Fiscal Year

Replenish petty cash funds at the end of the fiscal year (prior to June 30) in order to charge expenditures to the proper accounting period.

Cash Deposit Report used to deposit two checks; a payment on a previous charge (Cash on Account) and a payment not involving a previous charge.

Cash Deposit Report used to deposit a recovery of a prior expenditure.

Requesting Reimbursement

To request reimbursement, submit a state of Washington Invoice Voucher summarizing all expenditure receipts. Arrange receipts in chronological order and attach them to the invoice voucher.

See PDF version of BPPM 30.50.4 for an example of the State of Washington Invoice Voucher. See also 30.45.

Indicate the fund custodian's name and campus mailing address under "Vendor or Claimant." If the check is to be picked up, delete the address. Make a notation, "Call Jane Doe at 5-4967 for check pickup."

Type "To reimburse petty cash fund per attached receipts" under DESCRIPTION.

List receipts in chronological order on the Invoice Voucher. Indicate purchase date, check number, vendor, item purchased, and receipt number under DESCRIPTION.

Add all expenditures and indicate the total.

Indicate the account codes for the budgets which will assume the expenditures.

The fund custodian signs the vendor's certificate.

The fund custodian's supervisor or the department chair signs the signature block under AUTHORIZED SIGNATURE.

The Controller's Office requires approximately one week to process each request.

SAFEGUARDING THE PETTY CASH FUND

Checking Account

The Controller's Office requires that petty cash funds which exceed $100 be placed in a checking account at a local bank unless there is a demonstrated need to maintain cash in the department and there are adequate security facilities available.

Notify the Controller's Office of the bank name and location, and account name and number when the account is opened. If the account is with an out-of-state bank, follow procedures in 30.65 for obtaining additional approval.

Title of Account

The account should be titled, "WSU (name of department) Petty Cash Account."

Reconciliation

The fund custodian is responsible for ensuring that the bank statement is reconciled each month. If possible, an employee other than the fund custodian should reconcile and sign the reconciliation of the bank statement.

Small Funds

Place smaller funds and expenditure documents in a safe place, e.g., safe, vault, locked desk drawer.

Commingling Funds

Do not combine or commingle petty cash funds and associated documents with other funds.

Missing Cash

Report the loss to the Controller's Office and the Internal Auditor. Notify local police if theft is suspected. All suspected thefts are to be treated confidentially since an investigation may be ongoing.

CLOSE-OUT

When the fund is no longer needed:

Notify the Revenue Section of the Controller's Office.

Process all outstanding receipts for reimbursement.

Deliver the entire amount to the Cashier's window in the French Administration Building.

RECALL

Controller's Office personnel may recall a petty cash fund when no activity has occurred for a period of three months.

30.65_Commercial_Bank_Accounts.htm

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FINANCE
30.65
Revised 6-09
Controller's Office
335-2022

The Executive Director or the Associate Controller of Business Services/Controller must grant approval before a University department or organization may establish a commercial bank account for the deposit and disbursement of University monies.

See 30.02 for a definition of University monies.

NON-WSU ACCOUNTS

Non-WSU accounts with commercial banks may not be established in the name of Washington State University, in the name of a University department, or use a Washington State University taxpayer identification number. See 35.10.

TYPES OF ACCOUNTS

Since most University monies are accounted for by the Controller's Office, the approval of a commercial bank account is usually considered an exception to University policy. The following types of accounts are evaluated for approval.

Petty Cash Funds

Approval of a petty cash fund by the Executive Director or the Associate Controller of Business Services/Controller constitutes approval to open an in-state off-campus account if the fund amount exceeds $100. (SAAM 85.50.50.e) See 30.50. If the petty cash fund is to be maintained in an out-of-state or foreign bank, follow the standard approval procedure outlined below.

Out-of-State and Foreign Accounts

The following types of University entities require out-of-state or foreign bank accounts.

Foreign projects requiring funds for in-country disbursements.

Out-of state research projects requiring wire transfers for project support.

Faculty on sabbaticals requiring wire transfers for project support.

Due to a requirement for additional approval by the Washington State Public Deposit Protection Commission, request such accounts at least two months before the account is required. The Controller's Office coordinates commission approval.

REQUEST PROCEDURE

Request Form

The individual responsible for maintaining the account (fund custodian) completes and submits a Bank Account Request form. Complete and/or print the blank master on 30.65.4 to obtain supplies of the form.

Form sections are self-explanatory. Direct questions to the Controller's Office; telephone 335-2022. For sponsored accounts, contact Sponsored Programs Services; telephone 335-2058.

Bank Financial Statement (Out-of-State and Foreign Accounts Only)

The individual requesting the out-of-state or foreign account is responsible for meeting the current Washington State Public Deposit Protection Commission requirements. (WAC 389-12-140)

At minimum, the requesting individual obtains the bank's most current public year-end and quarterly financial statements and submits them with the Bank Account Request form.

Deposit Insurance

If the amount of deposit insurance provided by the bank is nonexistent, unavailable, or incomplete, the responsible department or college assumes liability for any losses.

University Approval

The requesting individual initially submits the completed Bank Account Request and related documentation to the department chair and college dean for approval.

International Projects

If an international project is involved, the requester submits the documentation to the International Programs Development Cooperation Office (IPDC).

Final WSU Approval

Final institutional approval is granted by the Executive Director of Business Services/Controller.

Commission Approval (Out-of-State and Foreign Accounts Only)

After institutional approval has been granted, the Controller's Office sends requests for out-of-state and foreign accounts to the Washington State Public Deposit Protection Commission for final approval.

Even though a request has received University approval, the Washington State Public Deposit Protection Commission may deny final approval.

MAINTAINING THE ACCOUNT

Fund Custodian

The unit administrator designates an employee to be responsible for maintaining and reconciling the account. Indicate the name of the fund custodian on the Bank Account Request form.

Notify the Controller's Office when the fund custodian changes.

The departing fund custodian reconciles the bank account prior to leaving.

The new fund custodian immediately reviews the reconciled bank account statement before accepting the account.

Deposits

Deposits to a checking account are made only with drafts from the organization's or department's University account maintained by the Controller's Office.

Funds from other sources may not be commingled with the checking account monies.

Reconciling Bank Statements

The fund custodian is responsible for reconciling the bank statement each month.

The fund custodian sends a copy of the bank statement and reconciliation to the Controller's Office each month.

If a sponsored agreement is involved, send the bank statement directly to Sponsored Programs Services.

Writing Checks

Only those individuals designated as authorized signatures on the Bank Account Request may sign checks.

Two authorized signatures are required to issue any check.

Closing the Account

Reconciliation

The fund custodian reconciles the account and writes a check payable to WSU for the remaining amount.

Deposit

Deposit the remaining funds with the Controller's Office in an appropriate University account. See deposit procedures in 30.53.

Notification

Notify the Controller's Office in writing that the account has been closed and attach a copy of the final bank statement.

Unused Checks

Destroy unused numbered checks in accordance with state of Washington procedures. Contact the Internal Auditor, telephone 335-2001, for assistance.

See the PDF form:
30.65.4: Bank Account Request
Complete and/or print as needed.

30.02_Accounting_for_WSU_Monies.htm

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FINANCE
30.02
Revised 12-87
Reviewed 10-06
Controller
335-2013 POLICY

All WSU monies are accounted for by the University Controller's Office.

All WSU organizations, departments, offices and agencies must deposit and maintain their funds with the Controller's Office. NOTE: This includes all student organizations recognized by the Union Board. (WAC 504-28-010)

PROVIDED SERVICES

The Controller's Office provides the following accounting functions:

Cashier and deposit (see 30.52 and 30.53)

Billing

Investment

Disbursement

Maintenance of University accounting records.

WSU MONIES

WSU monies include the following:

State appropriations.

Donations to WSU.

NOTE: Donations are initially routed to Advancement Services for receipting. See 30.70.

Grant and contract payments.

Revenues from sales or fee collections by WSU entities.

Revenues from WSU self-sustaining operations and service centers.

Recoveries of expenditure.

EXCEPTIONS

See 30.65 for information regarding monies maintained in commercial bank accounts.

30.52_WSU_Receipts.htm

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FINANCE
30.52
Revised 2-12
Controller's Office
335-9651

WSU departments record all cash sales and collections of cash or checks on official or approved WSU forms or cash registers. This policy applies to all collections regardless of location.

Official Forms

WSU Receipt

The official WSU receipt is the sequentially-numbered WSU Receipt form (WSU 1054).

Receipt Log Sheet

Departments may use the prenumbered Receipt Log Sheet (WSU 1364) to record checks and bankcard transactions in lieu of completing a WSU Receipt for each transaction. See instructions below.

Other Forms

Another receipt or log sheet may be substituted with the University Receivables Manager's prior approval.

Cash Registers

Departments may use cash registers in lieu of WSU Receipts or Receipt Log Sheets to record transactions. Cash registers may be purchased from University Stores.

Gifts

The WSU Receipt form or Receipt Log Sheet is not used to receipt gifts. Departments route cash gifts (checks) to the Gift Accounting section of the WSU Foundation with a completed Gift Transmittal form. Gift Accounting issues the receipt for the gift. See 30.70.

Receipt Form Supplies

Supplies of the WSU Receipt form and Receipt Log Sheet are available at no charge at the University Receivables/Cashier's Office, French 342.

Authorization

Each department that collects cash must designate an individual who is authorized to obtain WSU Receipts and Receipt Log Sheets from the University Receivables/Cashier's Office. That individual monitors and inventories the departmental supply of receipts and log sheets.

The responsible area dean or vice president uses a WSU Receipt Authorization form (see 30.52.9) to authorize a primary individual and one or two alternates. Alternates may obtain receipt and log sheet supplies when the primary individual is not available.

Receipt Request

The department completes a WSU Receipt Request form (see 30.52.10) to obtain receipting forms from the University Receivables/Cashier's Office. A primary individual or alternate approves the WSU Receipt Request.

Units Outside of Pullman

The primary individual for a unit not located in Pullman submits a WSU Receipt Request form to the University Receivables/ Cashier's Office to obtain a supply of WSU Receipt forms. The request indicates the number of receipts required and includes an authorized signature.

Inventory

The primary individual inventories the supply of WSU Receipt forms and Receipt Log Sheets at least annually. The primary individual also inventories the supply of receipts and log sheets when the form supply is depleted and new forms are requested. See below.

USING THE RECEIPT

See sample in the PDF version of 30.52.4.

Use the forms in sequential order by Receipt Number.

Enter the following. (The instructions below are numerically keyed to numbers on the samples.)

Classify the Transaction 1

Receipt For:

Cash

Check

Received On Account -- A total or partial payment (may be cash or check) of a previous charge. Include the invoice number of the original transaction under DESCRIPTION.

If a payment includes both cash and a check, mark both boxes. Enter the cash amount and the check amount separately in the body of the form. The total of the cash and check amounts must equal the receipt total. NOTE: A credit card transaction is considered a cash transaction rather than a charge.

Customer Order No. 2

This is a reference number provided by the customer, e.g., purchase order number, payment number. Leave blank if not applicable.

Received By 3

Signature or initials of the person completing the form.

Date 4

Enter the date of the transaction.

Customer's Name 5

Enter customer's name.

Address 6

Enter customer's address.

Itemize the Sale 7

Include a brief description of what was provided to the customer.

Sales Tax 8

Enter any applicable sales tax. See 30.15.

NOTE: The preprinted coding (3812) under Project applies only to Pullman sales. Off-campus units are responsible for marking out 3812 and entering the appropriate locality code under Project on the sales tax line. See 30.53 for a listing of locality codes.

Customer's Number 9

Enter if known. This is the WSU ID Number for WSU employees and students.

Account Coding 10

Enter the appropriate account code for the vendor department. Enter source and subsource. See 30.54 for a list of source and subsource codes.

TT 11

Leave blank.

ROUTING

White Copy

Give or mail to the customer. (Route only the yellow original to University Receivables/Cashier's Office before mailing the white copy to the customer.)

Yellow Original

Deliver only the yellow original to University Receivables/ Cashier's Office with a completed WSU Cash Deposit Report and collected cash and checks. This must be done at least weekly. Amounts totaling $100 or more are deposited the same day. See 30.53 for a description of deposit procedures.

Pink Copy

File in sequence by receipt number and retain through the current fiscal year plus two years in accordance with the All-University Records Retention Schedule. See 90.01.

VOIDED RECEIPTS

All forms must be used or otherwise accounted for.

Return the white copy and yellow original to University Receivables/Cashier's Office marked "VOID." If the white copy was given to the customer prior to the void, include an explanation on the yellow original. Retain and file voided pink copies in sequence with other copies.

RECEIPT LOG SHEET

Obtain copies of the prenumbered Receipt Log Sheet from the University Receivables/Cashier's Office in the Controller's Office; telephone 335-2018.

See sample below.

Use the forms in sequential order by Log Sheet Number.

Enter the following. (The instructions below are numerically keyed to numbers on the in the PDF version of 30.52.5.)

Department (1)

Enter department name.

Department Number (2)

Enter department number.

Prepared By (3)

Enter preparer's name.

Date Prepared (4)

Enter date prepared.

Log Sheet Number (5)

Preprinted on the form.

Payment Received From (6)

Enter payee's name.

Amount (7)

Enter payment amount.

Date Received (8)

Enter date payment received.

Payment Type (9)

Enter C for check transactions and BC for bankcard transactions.

Account Number (10)

Enter the account budget, project, source, and subsource numbers.

Comments (11)

Enter a brief description of what was provided to the customer.

Total (12)

Enter the total for each page. If more than one page, add a total of all pages on the last page.

Comments

As checks and bankcard transactions are received, enter the applicable information on the Log Sheet. Under Comments enter a brief description of what was provided to the customer.

Totals

Calculate a total for each Receipt Log Sheet. If more than one sheet is completed, include a total for all Log Sheets.

Deliver to Cashier

Deliver the original to University Receivables/Cashier's Office with a completed WSU Cash Deposit Report and collected checks and bankcard slips. This must be done at least weekly. Amounts totaling $100 or more are deposited the same day. See 30.53 for a description of deposit procedures.

Filing

File the departmental copy of the Log Sheet with the Cash Deposit Report in sequence by date and retain through the current fiscal year plus two years in accordance with the All-University Records Retention Schedule. See 90.01.

RECEIPT INVENTORY

Each department is responsible for performing an inventory of WSU Receipts issued to the department. The primary individual performs a receipt inventory at least annually. The primary individual also inventories the supply of receipts and log sheets when the form supply is depleted and new forms are requested.

Memorandum

The Controller's Office issues a memorandum to the primary individual requesting an inventory of receipts issued to the department/unit. The memorandum lists the receipt number series issued to the department.

Inventory Control Sheet

Review the receipts and submit completed WSU Receipt Inventory Control Sheets to the University Receivables/Cashier's Office, Controller's Office, within 30 days of the memorandum date. More than one receipt number within series may be documented on each sheet.

Print or photocopy the blank master on 30.52.11 to obtain supplies of the WSU Receipt Inventory Control Sheet.

See sample in the PDF version of 30.52.8.

Submit the following information to complete each Inventory Control Sheet.

Department/Unit

Enter the department/unit name and organization number.

Primary Individual

Enter the primary individual name and telephone number.

Date

Enter the date inventory is conducted.

Series

Enter the WSU Receipt number series as per list from Controller's Office. Indicate the beginning and ending numbers of the series (from/to).

Disposition

Enter each receipt number in the series under the appropriate disposition category to indicate whether the number was used, voided, unused, or missing. On separate sheets, attach explanations for any missing receipts.

Page Number

Enter the total number of sheets and indicate the page number order.

Signature

The primary individual signs each Inventory Control Sheet submitted to the University Receivables/Cashier's Office.

See the PDF master forms:
30.52.9: WSU Receipt Authorization,
30.52.10: WSU Receipt Request, and
30.52.11: WSU Receipt Inventory Control Sheet
Complete and/or print as needed

30.54_Revenue_Sources_and_Subsources.htm

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ENTER CODES

Vendor departments are responsible for including source and subsource with the account coding on revenue documents, e.g., WSU Invoice, IRI, Cash Deposit Report, etc.

After revenue is processed by the Controller's Office, it is displayed in the online Account Balances/Detail Application and the Budget Statement by source and subsource. See 30.07.

DEFINITION

Source and subsource codes are numeric designations which identify types of revenue.

CODE NUMBER ASSIGNMENT

Source

The state of Washington assigns source codes for state agency use.

Subsource

New Subsources

The Controller's Office assigns subsource codes. A University vendor department requiring a new subsource code to define a revenue type submits a request memorandum to the General Accounting Section of the Controller's Office. The memorandum includes the following:

A clear, concise definition of the type of revenue.

A brief explanation of why an existing subsource code does not adequately describe the revenue type.

If the request is approved, Controller's Office personnel assign a new code and add it to the master code list. The requesting vendor department is immediately notified of the new subsource code.

Deleting Subsources

Notify the Controller's Office when a given subsource code is no longer required. Route a written request to the General Accounting Section that the code be deleted.

COMPLETE LISTING

Refer to the online Account Balances/Detail Application for a complete list of valid sources and subsources. To view the complete list:

Open the BALANCES AIS application, then

Select PF6, then

Under Report number:

Enter 12 to view sources or

Enter 13 to view sources and subsources.

30.60_Bankruptcy.htm

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FINANCE
30.60
Revised 4-11
University Receivables
335-9651

The University Receivables Section of the Controller's Office processes all WSU claims against companies, organizations or individuals filing for bankruptcy.

CORRESPONDENCE

Departments are responsible for routing all bankruptcy-related correspondence to the University Receivables Office immediately after receipt. University Receivables' response time may be limited by a court-imposed deadline.

Bankruptcy-related correspondence includes:

Order of First Meeting

The Order of First Meeting is notification to the University that a person or organization is filing bankruptcy. University Receivables responds to this notification by:

Contacting all involved WSU departments to determine the total amount owed WSU.

WSU departments should rapidly respond to queries from the University Receivables Office (even when money is not owed the department).

Filing a claim for the amount with the cognizant court.

Discharge Notice

The Discharge Notice informs WSU of the disposition of the court proceedings. University Receivables, in turn, notifies involved WSU departments and channels any recovered funds to appropriate accounts.

WRITE OFF

The Student Loans/Collections Manager or the University Receivables Manager authorizes the write off of the discharged balance of the bankruptcy.

30.56_Accounts_Receivable.htm

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Each University department administering accounts receivable is responsible for following University and state of Washington regulations for documenting monies owed and monies actually received.

Definition

Receivables are defined as amounts due, which are expected to be collected from private persons, businesses, agencies, funds, or other governmental units.

Immediate Payment

Whenever possible, a vendor department is to collect payment at the time goods or services are provided to non-University clients. The Controller's Office specifically recommends that vendor departments immediately collect payment for the following types of transactions:

Sales for goods or services costing less than $5.00.

Sales to customers with accounts more than 30 days past due.

Computer System

The University's official Billing Receivables System (BRS) provides automated receivables processing for University departments. See 30.57 for information about accessing and using BRS.

If the BRS does not meet the business requirements of a department, the department may request that the Controller's Office approve the use of an independent receivables system.

Applicability

The following procedures apply to all University departments providing goods and services to non-University clients on a credit basis.

NOTE: For purposes of this procedure, the term "non-University client" includes:

Any WSU student, staff, or faculty member making a personal purchase, and

Any external client.

BILLING/COLLECTION SYSTEM

Invoicing

At the time of the sale, the vending department issues a sequentially-numbered invoice to the client. BRS users issue WSU Invoices. Other departments must use invoice forms which have been approved by the Controller.

Establishing a Customer

When a customer first purchases from the vending department, the vending department provides the following information to University Receivables:

Customer name.

Customer address.

The customer's social security number or tax ID number.

The customer's classification code. Codes and definitions are as follows:

Definition
Code

Private persons or businesses
0

Federal government
1

State of Washington agencies (except WSU)
2

Other foreign, state, or local governments
3

Recording Receivables

The vendor department must maintain a written record (subsidiary ledger) of outstanding receivables. This ledger is to be maintained and updated on an open-item basis, i.e., an entry must be included for each outstanding amount due. NOTE: BRS provides this ledger for user departments.

The vendor department record must include the following information for each receivable:

Name of debtor.

The debtor's WSU Customer ID Number (provided by University Receivables).

Description of each outstanding charge and/or credit.

Invoice number.

Date of invoice.

Invoice due date.

Amount of each charge or credit.

The WSU fund code.

The vendor department should periodically purge the ledger of items which are no longer outstanding, moving items which have been paid to a historical file for retention purposes.

Payment Due Dates

The vendor department routinely notifies clients when payments are due.

The department issues an invoice at the time the goods and services are provided or prior to an installment payment coming due. The invoice indicates the date payment is due or indicates that payment is due upon receipt of the invoice.

Long-Term Receivables

The vendor department must obtain the Controller's specific approval before establishing due dates more than 12 months from the current date.

PAST-DUE AND DELINQUENT ACCOUNTS

The vendor department is responsible for vigorous pursuit of all past-due and delinquent receivables.

Past Due Accounts

Accounts with unpaid balances 1 to 90 days past the due date are considered past due.

The department is to issue a minimum of two reminder notices between 30 and 90 days after the bill becomes past due. (Notices to debtors with account balances of less than $5 are not required.)

These notices request immediate payment of the outstanding balance and notify the debtor of additional actions which may be taken if the debt is not paid.

When warranted, the vendor department should make additional collection efforts, e.g., telephone contacts.

Collection--Delinquent Accounts

Accounts with unpaid balances more than 90 days past the due date are considered delinquent and are subject to collection procedures.

Collection procedures include intensive efforts to recover amounts owed. (Collection procedures are not required on accounts with a remaining balance of less than $25.)

Collection Area

The vendor department may refer uncollected receivables to the Collection Area of University Receivables when:

An account is 90 days or more past due, and

The appropriate past-due notices have been sent, and

The amount is at least $25.

NOTE: This service is automatically provided for invoices which are processed through BRS.

Once an account has been referred to the Collection Area, departmental efforts to collect the money should cease. Double collection efforts may be considered as harassment of the debtor.

The vendor department is to refer all subsequent debtor contacts to the Collection Area.

Collection Area Actions

Actions by the Collection Area may include, but are not limited to:

Sending additional notices and making telephone contacts.

NOTE: When a receivable is collected 150 days or more past the due date, the Collection Area charges the vendor department a collection fee of 25 percent of any monies collected. The collection fee charge appears on the department's online Account Balances/Detail or monthly Budget Statement. See 30.07.

Reporting the account to the credit bureau.

Referring the account to an outside collection agency.

Referring the account to the Attorney General's Division for action.

Referral

Before referring an account to an outside collection agency or seeking redress through the court system, the Collection Area notifies the vendor department. NOTE: The contracted collection fee for first-time outside agency referrals is 33 1/3 percent of monies collected. The collection fee for second-time outside agency referrals and legal action accounts is 40 percent of monies collected. The department is responsible for paying this fee.

WRITE-OFF PROCEDURES

The vendor department may request that uncollectible accounts be written off if the billing and collection procedures as detailed in this section have been exhausted.

Write-Off Criteria

Several criteria may justify write-offs:

Neither the debtor nor the debtor's assets can be located.

The debtor has no assets and no expectation of having any in the future.

The debt is disputed and WSU has insufficient documentation to pursue collection efforts.

The debt is discharged in bankruptcy and there is no guarantor or successor. (See 30.60 for bankruptcy procedures.)

The debtor has died and there is no guarantor or successor.

The amount of the debt is insufficient to justify additional collection efforts.

Other criteria to be considered include the type of debt, how long the debt has been outstanding, and debtor's status.

Review and Approval

The vendor department is responsible for requesting approval to write off uncollectible accounts at least quarterly. In each request, the vendor department indicates the collection procedures followed and the reasons the accounts are considered uncollectible.

University management reviews all write-offs in accordance with the following guidelines:

All write-offs for amounts greater than $25 are reviewed by the vendor department and the University Receivables Collections Manager before being written off.

Write-offs for amounts of $25 to $10,000 are routed to the Executive Director of Business Services/Controller for final approval after review by the vendor department and the University Receivables Collections Manager.

Write-offs for amounts greater than $10,000 are routed to the Attorney General's Office for review after approval by the vendor department, the University Receivables Collections Manager, and the Executive Director of Business Services/Controller.

The Attorney General's Division reviews the submitted information for legal sufficiency.

Write-Off Entry

After administrative approval, the vendor department enters the write-off into the department's receivables system. The entry includes the following information:

Name of the debtor.

Subcode of the account.

Amount of the account.

CENTRAL REPORT

Each vendor department maintaining receivables systems other than BRS is responsible for reporting receivables information to the Controller's Office on the central report. The central report is due annually as required by the state of Washington's Office of Financial Management. The Controller's Office notifies vendor departments when reports are due.

The report includes the following information:

Gross amount receivable,

Receivables written off,

Current receivables (amounts not due on the report date, but due within 12 months),

Long-term receivables (amounts due more than 12 months from the report date),

Past-due receivables (1 to 90 days past due), and

Delinquent receivables (over 90 days past due).

The vendor department routes the report to the Controller's Office.

RECORDS RETENTION

Records of receivables are to be retained in accordance with the All-University Records Retention Schedule. See 90.01.

30.57_Billing_Receivables_System_BRS.htm

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POLICY

University departments and service centers may process charge transactions of non-University clients through the University's Billing Receivables System (BRS).

Administration

The University Receivables Section of the Controller's Office administers the BRS and associated manual processes. University Receivables is located in French Administration 342.

General Procedures

For general accounts receivable procedures applying to all University receivables systems (including the BRS), see 30.56.

REQUESTING ACCESS TO BRS

University employees with a demonstrated "need-to-know" may access online accounts receivable information. See 85.33 for access procedures.

USING THE ACCOUNTS RECEIVABLE SYSTEM

NOTE: Due to paperwork costs of billing, goods and services costing less than $5.00 will not be processed through the BRS. Clients should pay for small purchases at the time of the sale. The Controller may grant exceptions to this requirement.

WSU Invoice

Complete a WSU Invoice to document each client transaction. Prenumbered WSU Invoice forms are available from University Receivables.

Alternative Invoice Forms

A service center may use an alternative prenumbered invoice form if the form is approved in advance by University Receivables. Contact University Receivables before printing the invoice form to make sure the planned form meets the requirements of the BRS.

When an alternative invoice is used, the department is responsible for retaining a copy as an Official Public Record (OPR) for the retention period indicated on the department's Records Retention Schedule (see 90.01). (NOTE: An OPR must be retained for a minimum of six years.) In such cases, copies are not sent to University Receivables.

Completing the WSU Invoice

The following completion instructions are numerically keyed to the sample in the PDF version of page 30.57.3. Form sections without instructions are considered self-explanatory.

Invoice Date (1)

Enter the transaction date.

Customer Number (2)

Enter the customer's WSU ID number. WSU ID numbers are maintained in the University Name and Address File. Access the WSU ID number through the BRS by using the online name search function. If the customer has not yet been assigned a customer number, enter customer name, address, telephone number, and either a tax ID number or social security number. University Receivables creates a customer WSU ID number using this information.

Tax ID Number (3)

When the merchandise or service being sold is generally subject to sales tax and if the customer is exempt from paying sales tax, enter the customer's tax identification number. This number is assigned by the customer's state government.

Purchase Order Number (4)

Enter this number if it is required by the customer.

Subcode (5)

Enter the appropriate subcode assigned by University Receivables. Entering the correct subcode ensures that revenue from the transaction goes to the correct University account.

Distributing the WSU Invoice

How the WSU Invoice is distributed depends upon whether the data is input into the BRS by the department or by University Receivables.

White Original

In either case, give the customer the white original.

Departmental Input

Use the yellow copy for online input. Retain this copy in departmental files in numerical sequence. Retain the yellow copies in accordance with retention periods on the departmental Records Retention Schedule (see 90.01).

Route collected pink copies to University Receivables at least weekly.

University Receivables Input

Route the yellow copies to University Receivables for online input.

Retain pink copies in numerical sequence in accordance with retention periods on the departmental Records Retention Schedule (see 90.01).

Voided Invoices

All WSU Invoices must be used or otherwise accounted for. Return the white original and the pink copy to University Receivables marked "void." If the white original was given to the customer prior to the void, include an explanation on the pink copy. Retain and file the voided yellow copies in sequence with other copies.

Merchandise Credit Memorandum

Complete a Merchandise Credit Memorandum when a customer returns a purchased item or to otherwise credit a customer's account. Obtain supplies of the Merchandise Credit Memorandum form from University Receivables.

Completion

Use the instructions for completing the WSU Invoice to complete the Merchandise Credit Memorandum. Enter the original WSU Invoice number in the Invoice Number block. (Merchandise Credit Memorandum forms are not prenumbered.)

After completion, a supervisor must sign the credit memorandum prior to online input of the credit into the BRS.

Note on the yellow copy of the original WSU Invoice the date and the amount of the Merchandise Credit Memorandum.

Distribution

How the Merchandise Credit Memorandum is distributed depends upon whether the data is input into the BRS by the department or by University Receivables.

Yellow Original

Give the yellow original to the customer.

Departmental Input

Green Copy

Use the green copy for online input. Retain this copy in a separate departmental file for Merchandise Credit Memorandums. Retain the green copies in accordance with retention periods on the departmental Records Retention Schedule (see 90.01).

Pink Copy

Route collected pink copies to University Receivables with the copies of the WSU Invoice.

University Receivables Input

Pink Copy

Send the pink copy to University Receivables for online input with the copies of the WSU Invoice.

Green Copy

File the green copy in a separate departmental file for Merchandise Credit Memorandums. Retain the green copies in accordance with retention periods on the departmental Records Retention Schedule (see 90.01).

Billing

University Receivables sends a monthly statement to nonstudent customers who owe the University. The statement includes all charges outstanding and may be itemized by service center, type of charge, and/or invoice number.

Reports

Upon request, Accounts Receivable provides to departments aging reports which list receivables which are currently unpaid. Revenue reports are also available.

Collection Procedures

When University customers do not pay bills within a reasonable period, University Receivables initiates bill collection procedures which may include:

Direct contact with the customer,

Hiring a bill collection agency,

Seeking redress through the court system, or

Reporting delinquent accounts to credit bureaus.

95.16_Travel_Payments_from_Third_Parties.htm

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POLICY

University personnel are responsible for approving, documenting, and accounting for official WSU-related travel supported by third parties.

State Requirements

The University is required to establish and maintain a positive system of control over all WSU-related travel, including travel supported by third parties. (SAAM 10.20.60)

Determination

A third party is an entity or individual other than WSU. Third-party travel for purposes of this policy includes travel that meets the following requirements:

The traveler is traveling in his or her official University capacity on official University business,

The traveler's supervisor agrees that the travel is official University travel. The supervisor approves a Travel Authority that sets forth the travel arrangements indicating the respective portions of the travel supported by the third party and the University (see below).

NOTE: Official travel supported by sponsored accounts managed through the University accounting system is not considered third-party travel for purposes of this policy.

Double Payment

A traveler may not receive and keep payments or reimbursement from both the University and a third party for the same travel expense. Likewise, a traveler may not receive and keep reimbursement payment for a travel expense previously paid by the University.

Reimbursement Limits

For travel supported by third parties, travelers are not to be reimbursed for more than the actual expenses of travel except for meals which can be reimbursed on an allowance basis as listed in 95.19. (SAAM 10.20.60)

Honoraria

Often a third party pays an honorarium in addition to trip expenses. A faculty member may accept an honorarium in accordance with applicable provisions of the Faculty Manual.

NOTE: This section (95.16) is not intended to govern honoraria. All employees must comply with state law, including RCW 42.52, the Ethics in Public Service Act, regarding honoraria and outside compensation.

APPROVAL

Official University travel paid for in part or in whole by a third party must be approved in advance by the traveler's supervisor on a Travel Authority (see 95.05).

Indicate all travel payment arrangements on the TA. Indicate exactly which costs are to be supported by the third party. Indicate the name of the third party.

ACCOUNTING FOR TRAVEL

Whenever a third party pays for all or part of travel expenses, the traveler must complete and submit a Travel Expense Voucher (TEV) to account for all portions of the travel (see 95.20). The traveler indicates payment arrangements, (i.e., how paid, name of third party, and the payment amount) under Travel Details.

Payment/Reimbursement

When permitted by practices and regulations of the third party, the third party should directly pay the vendor or directly reimburse the University for travel expenses incurred by a University traveler. Direct reimbursement to the traveler is acceptable if the third party's practices do not provide for direct payment to vendors or the University.

Payment to Vendor

If the third party pays the vendor directly, the traveler indicates the payment arrangement on the approving Travel Authority. The payment arrangement is also to be indicated under Travel Details on the Travel Expense Voucher.

If there is no direct reimbursement to the University or the traveler, the traveler submits a TEV with minimal information. See example in the PDF version of 95.16.3.

Reimbursement to the University

If the third party reimburses the University for the travel, the traveler submits a Travel Expense Voucher to request reimbursement from a University account.

Deposit Check

The department deposits the check from the third party with the Controller's Office. See deposit procedures in 30.53. The department references the payment request number on the Cash Deposit Report. The Controller's Office deposits the amount as a recovery of the original expenditure.

Honorarium

If a payment to the University includes an honorarium, the department deposits the honorarium portion in a discretionary account. The administrator of the discretionary account may authorize payment of the honorarium to the traveler. An honorarium payment to a faculty member must be consistent with requirements of the Faculty Manual. See also 70.33.

Reimbursement to the Traveler

If the third party reimburses the traveler directly, the traveler submits a copy of the check or remittance advice from the third party with the Travel Expense Voucher.

Overpayments

If the third-party payment exceeds travel expenses, the department deposits the amount of the overpayment into a discretionary account or other account established for receiving revenue.

Payment to Traveler and No WSU Support

If the University did not support any travel expenditures and the third party directly pays the traveler for travel expenses and the payment exceeds incurred travel expenses reported on the TEV, the traveler submits a check for the overpayment to the department. The department deposits the overpayment into a discretionary account or other account established for receiving revenue. The traveler notes the details of the overpayment deposit on the TEV prepared to account for the travel.

REVIEW

All official University travel supported by third parties is subject to review by appropriate University officials and auditors.

See the examples in the PDF version of 95.16.4-5.

30.53_Cash_Handling.htm

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CASHIER'S SECTION

The Cashier's Section of the Controller's Office collects student tuition and fees, payments of obligations of students, staff, and the public to the University, and receives for deposit all monies collected by departments for sales and services.

Location and Hours

The Cashier's Section is located in French Administration 342 and is open from 8:00 a.m. to 5:00 p.m.

Deposit Times

Departments may make deposits from 8:00 a.m. to 3:30 p.m.

Account Questions

Direct questions concerning accounts due WSU to University Receivables rather than the Cashier. See 30.56.

SAFEGUARDS

Departments are responsible for the following measures:

Immediately receipting all monies received (e.g., cash, check, money order) at the time the monies are received.

Immediately endorsing checks and money orders at the time the monies are received.

Prior to deposit, providing adequate safeguards for cash and checks.

All cash and checks must be physically secure at all times. Do not leave cash or checks unattended. Store cash and checks in a secure and locked location. Control and limit access to the storage location.

Depositing all payments to WSU intact at least weekly with the Controller's Office in total and in the same form as received, i.e., cash or checks.

Depositing amounts totaling $100 or more within 24 hours of receipt, or the next working day if amounts are received after the University's normal business hours.

Protecting cash signing machines; signature plates; blank checks; and partially prepared, mutilated, and voided checks from unauthorized use.

Periodically reconciling Cash Deposit Reports to the online Account Balances/Detail to ensure that all revenue has been properly posted to the appropriate accounts. See 30.07.

Segregation of Duties

Individuals who collect monies and/or write receipts may not prepare and/or make deposits.

Different individuals are to perform the following functions:

Collecting monies and preparing receipts,

Depositing receipts, and

Accounting for receipts. (NOTE: This individual is issued receipts by the Controller's Office and is responsible for receipt use and inventory. See 30.52.)

Departments are to segregate cash receipting functions from cash disbursement functions.

Exceptions

Some small departments may not have sufficient staff to meet segregation requirements. In such a case, the departmental administrator may request an exception from the Controller's Office. The exception request should include a description of other controls used to compensate for not segregating duties, e.g., supervisory review. Send a copy of the exception request to the Office of Internal Audit.

DEPOSITS BY WSU DEPARTMENTS

Prepare deposits as follows:

Machine Tapes

Prepare the following separate machine tapes of receipts:

A tape showing total sales

A tape showing cash transactions

A tape showing check transactions

A tape showing bank card transactions

These totals must match the amounts deposited by category as shown on the Cash Deposit Report. See "Silver/Currency/Checks/Bankcard" below.

Cash Deposit Report

Complete a Cash Deposit Report for each deposit. See the samples in the PDF version of 30.53.3.

Complete and/or print the PDF master forms on 30.53.7 (half-page form) and 30.53.8 (full-page form) to obtain copies of the Cash Deposit Report.

Supplies of the two-part form are available at the Cashier's Section. An automated template is available from the Procedures, Records, and Forms FileMaker Forms website at:

http://www.wsu.edu/~forms/fm.html

The following instructions are keyed to corresponding numbers on the sample.

Controller's Receipt Number (1)

This is completed by the Cashier.

WSU Receipt Numbers (2)

Indicate the numbers of WSU Receipt forms used to receipt the payments. Use the receipts in consecutive numerical order and indicate each series of receipts used. If the Receipt Log Sheet is used, enter the applicable Log Sheet Numbers.

Missing Receipt Numbers (3)

Enter missing receipt numbers. Explain missing receipt on an attached memorandum. See 30.52 for voided receipt procedures.

Account Coding (4)

Indicate the complete code for each account receiving the payment. Use a s eparate line for each account's summarized transactions.

NOTE: Account coding is not necessary for deposits of cash on account. Enter the amount only on the Cash on Account line at the bottom.

T.T. (5)

Indicate one of the following transaction types:

01--Cash deposit

02--Cash short

03--Cash on account: Indicates a payment (cash or check) on a previous charge. (This transaction type is preprinted in the Cash on Account line.)

05--Recovery of expenditure: Receipt of payment which is a reduction of a prior expenditure.

Sales Tax (6)

Indicate the sales tax total under Amount. Enter under Project the destination locality code. In accordance with state rules, sales tax rates are based upon the destination of the taxable item.

There are over 350 destinations available in the state of Washington. To identify the applicable tax rate, select the Rate Table link from the General Receivables Sales Tax Based on Destination website at:

http://www.wsu.edu/genreceivables/salesTaxDest.htm

Cash on Account (7)

A total or partial payment of a previous charge (may be cash or check). Enter only the amount received. Attach the yellow copy of the appropriate WSU receipt.

Silver/Currency/Checks/Bankcard (8)

Enter totals for each category. Prepare two machine tapes for each bundle of checks. Prepare one tape from the written check amounts and another from the numeric amounts on checks. Compare the two tapes to verify accuracy.

Verify the composition of the deposit. Compare the amounts for each mode of payment as recorded on receipts, log sheets, and machine tapes with what is actually deposited as recorded on the Cash Deposit Report.

TOTAL (9)

The total for Silver/Currency/Checks/Bankcard should equal the total under Amount.

Overages/Shortages

Investigate and correct, if possible, all overages and shortages. Record uncorrected overages and shortages as described in the appendix on 30.53.9-15.

Prepared By (10)

The individual who prepares the WSU Cash Deposit Report enters his or her name and signs the form.

Authorized By (11)

The primary or secondary individual who is responsible for the department's inventory of WSU Receipts enters her or his name and signs the form. The signer is verifying that any tests or reviews requested by the department supervisor have been performed.

At a minimum, the signer is to:

Verify that the modes of payment (e.g., silver, currency, checks, bankcard) and amounts recorded on the Cash Deposit Report agree with the modes and amounts recorded on the receipts, log sheets, or machine tapes. See above.

Verify that the receipt forms or log sheets are used in numerical sequence. See 30.52.

The same individual may not sign both Prepared By and Authorized By signature blocks. See 30.52 for WSU Receipt procedures. Facsimile signatures are not acceptable. If the primary or secondary individual is not available to sign the Cash Deposit Report, a supervising administrator may sign the form.

Recovery of Expenditure

Record recoveries of monies which were previously paid as follows (see below):

Record recoveries on a separate Cash Deposit Report.

Enter the complete coding exactly as indicated on the original expenditure voucher.

Enter object and subobject in the Source and Subsource columns.

Enter vendor number. (Refer to AIS Balances for the ID Number. See also 30.07.)

Enter the original transaction's payment voucher number under Reference. (Refer to AIS Balances for the payment voucher number.)

If the original transaction hasn't been processed and numbers are not available, contact the Accounts Payable supervisor in the Controller's Office.

Wrap Coins

Wrap all coins in appropriate coin wrappers. Write the department name and date on the wrapper. Coin wrappers are available at the Cashier's Section.

Currency

Rubber band dollar bills in groups of 20. Wrap 5-, 10- and 20-dollar bills in 100-dollar bundles of each denomination.

Deposits at WSU Pullman

University departments which receive funds on behalf of the University assume responsibility for the funds. Departmental responsibility terminates when funds are received by the Cashier's Section.

Hand Delivery

All deposits must be hand-delivered.

Departments are to hand-deliver checks and cash, yellow originals of completed WSU Receipts Forms, the machine tapes, and both copies of the completed Cash Deposit Report to the Cashier's Section.

Deposits by Units at Other Campuses

Units deposit payments in a local bank at least weekly. When total receipts are $100 or more, units deposit the funds within 24 hours of receipt, or the next working day if funds are received after normal University business hours. See 30.65 for bank account procedures.

Units are responsible for mailing bank deposit slips, copies of WSU Receipts, and Cash Deposit Reports directly to the Cashier in Pullman the day of deposit. Alternative procedures must be approved in advance by the responsible dean and the Controller.

DEPOSITS BY REGISTERED STUDENT ORGANIZATIONS

Direct questions concerning registered student organization accounts to the applicable campus financial services or campus contact office as indicated below:

WSU Pullman Financial Services Office; telephone 509-335-1085; room CUB 60

WSU Spokane Student Affairs; telephone 509-358-7526

WSU Tri-Cities Office of Student Affairs; telephone 509-372-7139

WSU Vancouver Office of Student Involvement; telephone 360-546-9530

See also 70.18.

See the PDF forms:
30.53.7: Cash Deposit Report (half-page)
30.53.8: Cash Deposit Report (full-page)
Complete and/or print as needed.

See the Appendix: Cash Overages and Shortages on 30.53.9-15 as needed.

95.30_Privately-Owned_Rented_or_Chartered_Aircraft.htm

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AIRCRAFT USE

When advantageous and economical to WSU, University employees may use privately-owned, rented or chartered aircraft to conduct official University business.

Definitions

Rental: The vendor provides an airplane only. (This arrangement is also referred to as a dry charter.)

Charter: The vendor provides an airplane with a pilot.

CREDENTIALS

The State Division of Aeronautics must review and approve an employee's credentials before he or she may pilot an aircraft for official state business. Likewise, specifications for any privately-owned aircraft used for official state business must be reviewed and approved by the State Division of Aeronautics. (SAAM 70.50.50)

Use a Request for Authorization to Pilot Aircraft form to request pilot and aircraft approval. Obtain the form from the State of Washington Division of Aeronautics; telephone 800-552-0666.

Request approval from the Division of Aeronautics (DOA) prior to the first flight in each biennium.

The Division of Aeronautics notifies the employee of the final decision. The employee is to route a copy of the approval documents to Travel Services.

TRIP AUTHORIZATION

The traveler must obtain written authorization on a Travel Authority for each trip involving a rented, chartered, or private aircraft. Blanket Travel Authorities are not approved.

Complete a Travel Authority following instructions in 95.05.

In addition to the information conventionally entered on the Travel Authority, enter:

Date and purpose of flight.

Number of passengers.

Estimated cost of flight.

Program and fiscal consequences of disapproval.

Total anticipated flight hours.

The name of the rental or charter firm.

NOTE: Aircraft must be obtained from a firm that is under state contract and has been approved by the State Department of Transportation. (SAAM 70.50.50) Contact Travel Services for information regarding state contract charter/rental firms.

Rentals/Charters

Complete a Department Order (DO) to rent or charter an aircraft if the total cost is $10,000 or less. (See 70.07 for DO instructions.) If the total cost exceeds $10,000, complete a Departmental Requisition instead of a DO. (See 70.10 for Departmental Requisition instructions.) Reference the Travel Authority number on the DO or Departmental Requisition.

Fuel Expenses

Use a WSU gasoline credit card to make fuel purchases while on travel status. Use the departmental credit card if one has been assigned; otherwise obtain a card for temporary use by providing a copy of the Travel Authority to Purchasing Services. See 95.37.

Privately-Owned Aircraft

Route the approved Travel Authority directly to Travel Services in the Controller's Office.

REIMBURSEMENT

Complete a Travel Expense Voucher to obtain reimbursement for expenses incurred using privately-owned aircraft on authorized business. See 95.20.

The reimbursement rate is the mileage rate per direct air mile. See 95.19 for the current aircraft mileage rate.

LIABILITY

The state of Washington's self-insurance liability program excludes aircraft liability. As such, the state does not pay claims arising from the use of aircraft. When chartered, leased, rented, or privately owned aircraft are used for official University business, the aircraft owner is responsible for providing liability coverage.

INSURANCE COVERAGE

Employees, while flying on authorized business are covered by Worker's Compensation and Medical Aid.

WSU employees may purchase optional life insurance and accidental death and dismemberment insurance as an employee benefit, which provides coverage in the event of an accident.

WSU does not provide nonscheduled aviation accidental death and dismemberment insurance coverage for employees flying in nonscheduled aircraft.

95.37_Fuel_Credit_Cards.htm

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OVERVIEW

Washington State University has implemented a fuel card system provided by a contract with the Comdata Corporation. Authorized University departments and personnel may use a University-issued fuel credit card at any retail gas station that accepts MasterCard. Fuel credit cards are to be used to fuel University-owned vehicles and equipment only.

This section provides requirements and procedures regarding obtaining and using WSU fuel credit cards.

Scope

This procedure applies to all University units which require credit cards for commercial fuel purchases for University-owned vehicles. NOTE: Gasoline and diesel are prohibited purchases for the WSU Purchasing Card. (See 70.08.) The WSU Comdata fuel credit card is the only WSU-issued card that may be used to purchase fuel for University-owned vehicles and equipment.

Allowable Purchases

Fuel Purchases

The card may be used to purchase diesel or gasoline fuel. Fuel card users may purchase regular unleaded fuel only for passenger cars, vans, and small trucks. Mid-grade unleaded fuel is an allowable purchase for medium- and heavy-duty trucks and trucks from model years 2000 and earlier.

Within reason, card users are to strive to obtain the best value available. To locate fuel stations which accept the Comdata card and to check fuel prices in any geographic location, fuel card custodians may access the iConnectData website at:

http://iconnectdata.com

Emergency Roadside Assistance

The card may be used to pay for emergency roadside services, e.g., towing, tire changes, and battery jumps. To arrange for such services, telephone 800-282-7496. NOTE: Drivers of WSU Pullman Motor Pool vehicles must contact Motor Pool to arrange for emergency assistance; 509-335-9000. (See 95.35.)

The driver's department is responsible for paying the cost of the emergency roadside services.

Routine Maintenance

In order to purchase routine maintenance services, e.g., car washes and oil changes, the card must have approved special limits allowing such purchases. See below.

CONTACTS

Contact the applicable departments below regarding questions about this section (95.37):

WSU Comdata Fuel Card Program

Purchasing Services; telephone 509-335-3541; e-mail purchasing.card@wsu.edu.

Invoices

Accounts Payable; telephone 509-335-2060.

PROCEDURES

Acquiring a Fuel Credit Card

Application

To obtain a fuel credit card, the department completes and submits a Fuel Card Application form to Purchasing Services. To obtain the application form, complete and/or print the master on 95.37.9.

NOTE: If the department maintains a separate fuel charge card for each vehicle, the fuel card custodian orders a new fuel card when the department acquires a new vehicle.

Purchasing Services forwards a copy of the completed application form to Accounts Payable. Accounts Payable maintains the application copy to verify the approving official signature for the department's fuel card purchases.

Card Owner

Fuel credit cards are issued in the department's name, rather than an individual employee's name.

Card Custodian

The department delegates an employee to serve as fuel card custodian. See below.

Card Options

Fuel credit cards are available in two usage types: vehicle cards and generic cards. The department indicates the type of card under Fuel Card Use Options on the form.

Vehicle Card

A vehicle card is authorized for fuel purchases for a single University-owned vehicle. The card is engraved with the vehicle license number.

Generic Card

A generic card may be used to purchase fuel for any University-owned vehicle or gas-powered equipment operated by department personnel.

Purchase Limits

The standard purchase limits for WSU fuel credit cards are:

$1000 per month,

Three transactions per day, and

Retail fuel and emergency roadside assistance, e.g., towing, tire change, battery jump, etc.

Special Limits

The department may request any of the following special purchase limits for a fuel card:

More than $1000 per month,

More than three transactions per day, and/or

Routine maintenance in addition to the standard fuel and emergency roadside assistance. (See 95.35.)

PIN Number

Each WSU Comdata fuel credit card is assigned a personal identification number (PIN number), which functions as the security code. Purchasing Services assigns the PIN number.

Driver Number

Each card user is assigned a driver number, which functions as identification of the fuel purchaser. The department assigns a number limited to six digits for each driver. The driver number substitutes for the odometer reading at the gas pump. See below under "Completing Purchases."

Default Budget Coding

The department assigns each card with default budget coding (budget/project). All fuel expenses charged on the card are allocated to the assigned budget coding, unless the department provides alternate coding to Accounts Payable on an exception basis.

Fuel Card Custodian Agreement

The delegated fuel card custodian attends training and signs agreement to the terms of the WSU Fuel Card Custodian Agreement. The fuel card custodian must notify Purchasing Services if the card custodian responsibilities are transferred to another employee.

Complete and/or print the form master on 95.37.10 to obtain copies of the agreement. Attach a listing of all fuel credit cards assigned to the department. To obtain the assigned card listing, the card custodian or Purchasing Services runs a Comdata Card Listing report from the iConnectData website at:

http://iconnectdata.com

Using the Card

The fuel card user may purchase fuel from any commercial station accepting MasterCard. The card works at the pump or any other point of sale terminal operated by a commercial fuel station. In the state of Washington, nearly 1,800 stations accept the Comdata card.

WSU Comdata card transactions are financial commitments for which the University is liable. Personal purchases are strictly prohibited. Fuel card users are to purchase fuel with the Comdata card for University-owned vehicles and equipment only.

Completing Purchases

At the point of sale, the fuel credit card user is required to:

Enter the PIN number when prompted for PIN#; and

Enter the driver number when prompted for Odometer Reading;

Sign the fuel receipt; and

Submit the receipt to the card custodian.

Billing and Payment

Department Card Custodian

By the fifth day of each month, the card custodian runs a Comdata Reconciliation Report. To obtain the report, the card custodian logs into the following website:

http://www.mansfieldoil.com

NOTE: The Mansfield Oil company manages the billing process for Comdata transactions.

The card custodian may refer to Appendix 1 on 95.37.11-12 for log-in and report access procedures.

The card custodian reconciles the receipts submitted by departmental fuel card users to the charges listed on the transaction report. The card custodian may dispute unrecognized charges.

Documenting Transaction

The fuel receipt is required. If no receipt is available, the card custodian runs a Transaction Detail Report. To obtain the report, go to the iConnectData website at:

http://iconnectdata.com

See Appendix 2 on 95.37.13-14 for instructions for obtaining the Transaction Detail Report.

Disputing a Charge

To dispute a charge, the card custodian completes the Comdata Dispute Processing form. To obtain the form, go to the iConnectData website at:

http://iconnectdata.com

Approval

When the card custodian completes the reconciliation, he or she submits the Comdata Reconciliation Report to the fuel card approving official for review and approval. The approving official signs to indicate approval of the charges.

If the approving official approves the listed charges, the card custodian:

Notifies Accounts Payable that the charges on the departmental Comdata Reconciliation Report are approved for payment.

Approval notification is due by the tenth day of each month.

Routes the Comdata Reconciliation Report and associated fuel receipts to the appropriate departmental fiscal manager.

The fiscal manager reconciles the transactions to the online BALANCES or the budget statement and retains the signed Comdata Reconciliation Report and associated receipts in accordance with the stated records retention period. See 90.01.

Charge Payments

By the 15th day of each month, Accounts Payable is obligated to pay for all University fuel card transactions for the previous month. Accounts Payable uses the default budget coding to allocate fuel card expenses if the card custodian does not provide the required notification.

Monitoring and Audit

The use of WSU Comdata fuel credit cards issued to a department is to be monitored by the fuel card custodian and the approving official and is subject to audit.

Reporting Lost or Stolen Fuel Credit Cards

To report a lost or stolen card, the fuel card user must call Comdata toll-free; telephone 866-662-3535. Comdata cancels the card immediately. The card user must also notify the fuel card custodian.

Comdata issues a replacement card which is available for pickup at Purchasing Services approximately five days after cancellation of the lost or stolen card.

Non-Pullman Department

For a non-Pullman department, Purchasing Services receives the replacement card from Comdata and sends the card to the applicable card custodian.

Termination of a Fuel Credit Card

When and if the card is no longer required, the department must send an e-mail message to Purchasing Services requesting cancellation of the card. Send the e-mail to:

purchasing.card@wsu.edu

After Purchasing Services confirms the cancellation, the card custodian destroys the card.

Misuse or Mismanagement of Fuel Credit Cards

The University may take any or all of the actions below for misuse or mismanagement of WSU fuel cards:

Accounts Payable or Purchasing Services may issue a written warning to the cardholder, card reconciler, or approving official.

Accounts Payable or Purchasing Services may issue copies of written warnings to the responsible department chair and/or to the Office of Internal Audit.

Purchasing Services may suspend or cancel the card.

Purchasing Services may require that the cardholder receive additional training before a card is reinstated or reissued.

Purchasing Services or the responsible department may report the violation to the appropriate vice president and/or the Office of Internal Audit.

The University may pursue employee termination or criminal prosecution. Additionally, the University may take appropriate recovery actions permitted by law.

RESPONSIBILITIES

Accounts Payable

Accounts Payable is responsible for:

Receiving and reviewing monthly invoices;

Reviewing monthly departmental charges;

Receiving authorization from card custodians to pay departmental charges;

Maintaining a file of approving official signatures for expenditure authority; and

Generating monthly payments.

Comdata Corporation

Comdata Corporation is responsible for:

Issuing fuel credit cards;

Receiving reports of lost or stolen fuel credit cards; and

Receiving reports regarding disputed invoices.

Fuel Credit Card User

The fuel credit card user is responsible for:

Understanding and complying with rules for use of the Comdata fuel credit card;

Submitting signed fuel charge receipts to the departmental fuel card custodian; and

Reporting lost or stolen fuel credit cards to Comdata and the departmental fuel card custodian.

Department Fuel Card Custodian

The department fuel card custodian is responsible for:

Maintaining control and inventory of fuel cards issued to department;

Collecting and reconciling fuel charge receipts with fuel charges on Comdata account statements (see Appendix 1 and Appendix 2 for reconciliation procedures);

Retaining all fuel credit card purchase records for six years after the end of the fiscal year in which the purchases occurred (see 90.01 for records retention requirements);

Reviewing fuel purchases for compliance to University policies and for patterns of fuel use;

Investigating and documenting anomalies in usage, such as unexpected increases or decreases or non-fuel purchases;

Documenting and reporting policy violations to the approving official and Purchasing Services;

Reporting lost or stolen fuel cards to Purchasing Services;

Approving departmental Comdata charges monthly; and

Notifying Purchasing Services and Accounts Payable if leaving the departmental position or if the department transfers the responsibilities of fuel card custodian to another employee.

NOTE: The department is responsible for ensuring that Purchasing Services and Accounts Payable are notified of any change to the departmental fuel card custodian.

Department Fuel Card Approving Official

The department fuel card approving official is responsible for:

Reviewing fuel card charges monthly;

Providing expenditure authority for fuel card charges by signing the monthly Comdata Reconciliation Report.

Department Chair or Director

The department chair or director is responsible for approving applications for departmental fuel credit cards.

Purchasing Services

Purchasing Services is responsible for:

Providing central administration for the commercial fuel credit card program;

Receiving applications from departments for new fuel credit cards;

Creating and maintaining account information for each card issued;

Closing cards which are lost, stolen, or no longer needed by departments;

Maintaining a card inventory;

Maintaining lists of fuel card custodians and fuel card approving officials.

APPLICABLE AGREEMENTS, POLICIES, AND PROCEDURES

For further information, refer to the following:

State Contract #06507, Universal Fleet Card Services, at:

https://fortress.wa.gov/ga/apps/ContractSearch/ContractSummary.aspx?c=06507

95.35: Motor Pool

See the PDF forms:
95.37.9: Fuel Card Application
95.37.10: Fuel Card Custodian Agreement
Complete and/or print as needed.

Also see the PDF Appendices:
95.37.11-12: Appendix 1: Comdata Reconcilation Report Instructions
95.37.13-14: Appendix 2: Comdata Transaction Detail Report Instructions
Print as needed.

95.35_Motor_Pool.htm

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OVERVIEW

The Motor Pool provides vehicles to authorized WSU faculty, staff, and students who travel on WSU business. The Motor Pool provides vehicles for WSU Pullman and some non-Pullman locations.

WSU Pullman Motor Pool

The Motor Pool is located in the Markley Services Building on 2325 East Grimes Way at the WSU Pullman campus.

The Motor Pool is operated by the Plant Services Division of Facilities Operations.

Non-Pullman Motor Vehicle Departments

Some non-Pullman locations have campus motor vehicle departments which provide vehicles to authorized faculty, staff, and students who travel on WSU business.

Contact the campus motor vehicle department for information about scheduling vehicle rentals, and for vehicle release and return times, procedures, and requirements for non-Pullman locations.

Report needed service or repairs to the campus motor vehicle department, as applicable, when returning a vehicle. See below.

SCHEDULING PULLMAN MOTOR POOL VEHICLES

Use the online Campus Automobile Reservations System (CARS) to schedule Motor Pool vehicles. Refer to 85.33 to obtain approval to reserve vehicles through CARS. Sedans, station wagons, all-wheel-drive vehicles, 7- and 8-passenger vans, cargo vans, pick-ups, and towing pick-up trucks may be scheduled through CARS. Refer to the Motor Pool Rates website for the rate schedule, at:

http://facops.wsu.edu/motorpoolrates.htm

If access to CARS is not available, telephone the Motor Pool at 335-9085. Provide the Motor Pool with the following information:

Trip destination,

Type of vehicle needed,

Driver's name and license number,

Length of time the vehicle will be checked out,

Dates of planned use,

Purpose of travel,

Number of travelers, and

Supporting account or requisition number.

The scheduling date determines priority. Normally, scheduling one to three weeks in advance of need insures availability. However, it is sometimes possible to obtain a vehicle on very short notice.

Cancellations

Scheduled vehicles must be canceled prior to 24 hours before the scheduled pick-up time in order to avoid a penalty assessment of one day's minimum daily charge. Use CARS, or telephone the Motor Pool office to cancel a vehicle rental.

As a customer service policy, the Director of Plant Services has authority to approve adjustments to rental charges if extenuating circumstances arise.

Long-Term Rentals

Vehicle rentals of 30 days or more qualify for the lower long-term rental rate. (NOTE: Long-term rentals cannot be scheduled through CARS.) See the Motor Pool Rates website for the rate schedule, at:

http://facops.wsu.edu/motorpoolrates.htm

Requirements

At least one of the following conditions must exist prior to assignment of a passenger motor vehicle on a long-term basis:

Travel Requirements

For passenger motor vehicles, travel requirements are demonstrated to average or are reasonably estimated to average not less than 2,000 miles per year or 80 percent of working days.

This travel shall not include any travel by the assignee between home and duty station. Those permanently-assigned passenger motor vehicles that do not maintain this mileage over a three-month period are to be returned to the Motor Pool.

24-Hour Call

Individuals requiring the vehicle are on 24-hour call and all of the following conditions exist:

A state-owned or operated passenger motor vehicle is not available on a 24-hour dispatch basis.

It is not practical to provide for such transportation by the use of other vehicles.

The frequency of such travel on call is greater than would justify requiring the employee to use his or her own personal vehicle.

Special Needs

A need exists for a specially equipped or special purpose passenger motor vehicle which limits the use or which is essential to a particular program, individual, or purpose. See below.

Exceptions

The permanent assignment of a passenger motor vehicle for any purpose other than those listed above can only be done after a written justification for such assignment has been approved by the Washington State Office of Financial Management.

Travel from Home to Work

The permanent assignment of a vehicle to an employee for use on official state business is not in itself sufficient justification to utilize that vehicle for travel between the duty station and home.

Scheduling

To schedule a long-term rental, the department chair sends a completed Vehicle Request/Justification form to the Motor Pool office. Complete and/or print the PDF master on 95.35.15 to obtain supplies of the Vehicle Request/Justification.

Enter the following information:

Dates and locations of use

Reason for needing the vehicle

Estimated monthly mileage

Names of drivers

Individual responsible for the vehicle (includes responsibility for operation, maintenance, storage, driver conduct, and reporting mileage and maintenance expense to the Motor Pool each month). Include the individual's e-mail address.

NOTE: All University- or department-owned vehicles must be maintained by Motor Pool personnel, unless the department has staff available who are appropriately classified and qualified to perform vehicle maintenance.

Driver Responsibilities

Each driver of a long-term rental vehicle is responsible for conducting a visual inspection of her or his assigned vehicle on a daily basis. The driver must:

Inspect tires,

Inspect oil,

Inspect water,

Inspect windows,

Inspect lights and blinkers,

Inspect underneath the vehicle for fluid leaks, and

Closely inspect any added-on devices or accessories for loose or missing bolts, cracked welds, etc. Add-on devices may include:

Liftgates,
Canopies,
Racks, and
Tool boxes

The driver is responsible for notifying the Motor Pool and scheduling service for all maintenance needs noted as soon as possible.

Special Purpose Vehicle

A special purpose vehicle is defined as:

Any vehicle ordered that changes, alters, or accessorizes any standard specifications from a state procurement contract.

Any vehicle purchased that is not carried on a state procurement contract.

Any vehicle that has changes made to it after being received by the Motor Pool. Such changes may include:

Canopies
Liftgates
Air bag shocks
Fog lights
Overload springs
Winch/bumper

Request Documentation

Any department requesting a special purpose vehicle must submit a Vehicle Request/Justification form signed by the department chair or manager and complete the Special Purpose Vehicle agreement section of the form.

Complete and/or print the master on 95.35.15 to obtain supplies of the Vehicle Request/Justification.

Motor Pool Approval

A department must obtain prior approval from the Motor Pool before any vehicle alterations are permitted. If alterations are done without approval and damage is done to the vehicle, the department is held financially responsible for the repairs.

Damage

Plant Services and the Office of Risk Management and Insurance evaluate vehicle or property damage potentially resulting from gross negligence, abuse, neglect, or added-on devices or accessories. The evaluation determines whether the department or Plant Services is chargeable for the vehicle repair.

Costs

Approval of the completed Special Purpose Vehicle agreement section of the Vehicle Request/Justification form binds the department to paying an agreed rental rate for a predetermined amount of time. This allows the Motor Pool to recoup the expense of purchasing and altering the vehicle. The additional cost of any alteration and/or accessory is added into the rental rate over the predetermined time period.

Special purpose vehicle costs cannot be recouped at the sale of the vehicle. These costs include:

Modifications. These costs are added to the initial cost of a vehicle.

Alteration labor (e.g., labor to install a liftgate). These costs come directly out of Motor Pool overhead.

Added maintenance (e.g., repairing a damaged liftgate). These costs come directly out of Motor Pool overhead.

The Motor Pool makes every attempt possible to find a new customer for a special purpose vehicle if the original department no longer needs the vehicle.

WSU PULLMAN VEHICLE RELEASE

Check out vehicles between 7:00 a.m. to 5:00 p.m. Monday through Friday. The Motor Pool is closed weekends and holidays.

Vehicle Release

The driver's department completes a Vehicle Release Authorization.

Authorization

Vehicles are not released without a properly authorized and completed authorization form. Obtain supplies of the Vehicle Release Authorization by completing and/or printing the PDF master form on 95.35.16. (NOTE: Online users of CARS may print completed authorization forms by using Entire Connection software or printing the online form screen.)

Form Completion

The following form instructions are keyed to the numbers on the sample in the PDF version of 95.35.6. Form sections not described are considered self-explanatory.

Requisition No. (1)

If the department has established a blanket requisition with Motor Pool, enter the number in this block.

CARS Reference No. (2)

Enter the reference number assigned by CARS. If the vehicle is scheduled by telephone, Motor Pool personnel provide this number. This number is used to track the transaction in CARS and Account Balances.

Account Code (3)

Enter the account code for supporting accounts. This is not necessary if Requisition No. is entered.

Distribution (4)

Enter the percentage or dollar amount to be supported by each indicated account. Do not complete if only one account supports the rental.

Rental Period (5)

The rental period begins when the trip actually commences.

Purpose of Travel (6)

Enter the purpose of travel. The travel must be for official University business.

Approval (7)

The trip must be approved by an individual who is delegated authority to approve travel (see 95.01 and 95.05). Trip approval may be documented on a Travel Authority form. If a Travel Authority was not issued for the trip, the individual with authority to approve travel signs the Vehicle Release Authorization.

Even if a Travel Authority was previously issued, the Vehicle Release Authorization must be signed by a departmental officer who has been delegated expenditure authority for the supporting account. See 70.02 for an explanation of expenditure authority.

A traveler may not approve a Vehicle Release Authorization for his or her own travel.

Driver's Signature (8)

The driver should not sign the form until the vehicle is actually checked out.

Distribution

The department retains the yellow copy or a photocopy of the approved original. The driver brings the approved original to the Motor Pool when the vehicle is checked out.

Check Out

Only the individual indicated as driver on Vehicle Release Authorization may check out vehicles from the Motor Pool. Exception: If the indicated individual isn't available, the department may authorize another person to pick up the vehicle using the signed Vehicle Release Authorization form.

The driver must exhibit a valid driver's license before the Motor Pool office releases the vehicle. The driver's license number is listed on the Vehicle Sign-Out Ticket prior to release of the vehicle. NOTE: The license must be valid for the type of vehicle driven.

Upon checking out a Motor Pool vehicle, the driver assumes responsibility for care and maintenance of the vehicle.

Sign-Out Ticket

The driver visually inspects the assigned vehicle and indicates any damage on a Vehicle Sign-Out Ticket. The driver signs the Ticket and returns it to the Motor Pool office.

Drivers may leave private vehicles in the on-street parking area north of the Markley Services Building while using Motor Pool vehicles. Motor Pool staff issue parking hang-tags to drivers for this purpose.

Weekend/Holiday Departure

Present the completed and authorized Vehicle Release Authorization to the Motor Pool office prior to 4:30 p.m. on the last working day prior to the weekend or holiday. The Motor Pool office issues the vehicle at this time. Contact the campus motor pool office for weekend/holiday deadlines for non-Pullman locations.

The "per day" charge begins when the trip actually begins. Motor Pool staff inquire when travel actually begins for vehicles picked up after 3:00 p.m.

Sign-In Ticket

Motor Pool issues a Sign-In Ticket when the vehicle is released. The driver is responsible for retaining the Sign-In Ticket for completion upon return. If a Sign-In Ticket is lost, ticket replacement cards are available in the Motor Pool lobby.

RETURNING PULLMAN VEHICLES

During Regular Hours

Either the driver fills the vehicle with fuel before returning it to the Motor Pool or Motor Pool personnel fill the vehicle at the Motor Pool fuel site upon return. The Motor Pool charges departments the current Pullman retail price for fuel.

Return the vehicle to the Motor Pool compound.

Enter the return mileage and sign the Sign-In Ticket.

Return the keys and the completed Sign-In Ticket to the Motor Pool Office.

Report needed service or repairs to the Motor Pool when returning a vehicle.

After Hours

Park the vehicle in the parking area near the north gate of the Motor Pool.

Lock the vehicle.

Deposit the keys and a completed vehicle Sign-In Ticket in the locked receptacle drop slot in the Motor Pool lobby.

Report Needed Service/Prompt Return

Note needed service or repairs on the Sign-In Ticket. Drivers are requested to return vehicles at the scheduled time to permit the campus Motor Pool to meet commitments to other users.

Should circumstances arise which delay the turn-in time, promptly notify the Motor Pool. If possible, the Motor Pool will alter the schedule to accommodate the user.

Penalty

Failure to return the vehicle at the proper time can result in a penalty assessment of one day's minimum daily charge for each day or portion thereof that the vehicle is overdue. This fee is in addition to the regular rental charge.

REPORTING ACCIDENTS

Report accidents on a State of Washington Vehicle Accident Report. See SPPM S35.30 for details.

SERVICE AND REPAIRS

WSU Pullman

To limit costs, operators of WSU Pullman Motor Pool vehicles must obtain oil, repairs and maintenance from the WSU Motor Pool whenever possible.

Repairs and Service

All WSU Pullman vehicles must be maintained by the Motor Pool, unless the department has staff available who are appropriately classified and qualified to perform vehicle maintenance. Contact Human Resource Services for employee classification information.

Departments are required to have emissions testing, as required, and annual safety inspections conducted by the Motor Pool for each vehicle.

The Motor Pool maintains all inspection, maintenance, and testing records for WSU Pullman vehicles. Departments must submit record copies to the Motor Pool for any maintenance performed by qualified and classified departmental personnel.

As a customer service policy, the Director of Plant Services has authority to approve adjustments to service charges if extenuating circumstances arise.

Fuel Purchases

Departments are responsible for all fuel purchases for rental vehicles.

Departments may obtain WSU fuel credit cards to purchase fuel at a discount contract rate. For information regarding obtaining and using WSU fuel credit cards, see 95.37.

In the event that a department doesn't have a WSU fuel credit card, the Motor Pool supplies a card upon request. Motor Pool bills the department at a later time (usually the following month) for fuel purchased with a Motor Pool-assigned fuel credit card.

Personal Credit Card or Cash

Drivers who use a personal credit card or cash to pay for fuel purchases complete a Travel Expense Voucher (see 95.20) after returning to campus. Send the voucher and receipt to Travel Services.

Long-Term Rentals

Departments are to use access cards to purchase fuel for long-term rental vehicles from the Motor Pool fuel site. Contact the Motor Pool to obtain access cards to the campus Kardgard system for obtaining fuel.

The Motor Pool sends a monthly report listing all fuel site purchases to each department that obtains fuel from the Motor Pool with an access card.

Non-Pullman Locations

Repairs and Service

Non-Pullman locations use local vendors, unless appropriately classified vehicle maintenance staff are qualified and available to perform repairs and service. Contact Human Resource Services for employee classification information.

The state of Washington has a contract for tire purchases. A non-Pullman department must obtain a recommendation from the Motor Pool for a participating state contract vendor.

The Motor Pool or campus motor vehicle department pays for all repairs to daily and long-term WSU rental plan vehicles. Departments are responsible for scheduling service and repairs.

Non-Pullman location departments are required to have emissions testing, as required, and annual safety inspections conducted by qualified and classified personnel or local vendors for each vehicle.

Non-Pullman locations must maintain all maintenance, inspection, and testing records for departmental vehicles.

Fuel Purchases

Departments are responsible for all vehicle fuel purchases.

Departments may obtain WSU fuel credit cards to purchase fuel at a discount contract rate. For information regarding obtaining and using WSU fuel credit cards, see 95.37.

In the event that a department doesn't have a WSU fuel credit card, the Motor Pool supplies a card upon request. Motor Pool bills the department at a later time (usually the following month) for fuel purchased with a Motor Pool-assigned fuel credit card.

Personal Credit Card or Cash

Drivers who use a personal credit card or cash to pay for fuel purchases complete a Travel Expense Voucher (see 95.20) after returning to campus. Send the voucher and receipt to Travel Services.

On the Road

WSU Fuel Credit Card (Routine Service)

Departments that obtain prior approval from Purchasing Services may provide WSU fuel credit cards (Comdata credit cards) to drivers to purchase routine maintenance services for University-owned vehicles. See 95.37.

Personal Credit Card or Cash (Routine Service)

Drivers who use a personal credit card or cash to pay for routine service complete a Travel Expense Voucher (see 95.20) after returning to campus. Send the voucher and the receipt to the Motor Pool for budget information and the Plant Services Director's signature. Motor Pool then routes the Travel Expense Voucher to Travel Services.

Major Repair

WSU Pullman Vehicles

All major repairs of $200 or more must be authorized by the Motor Pool.

Telephone the Motor Pool 509-335-9085 during regular working hours or Facilities Operations 509-335-9000 after hours and weekends. They either approve repairs or suggest an alternative. If the vehicle is to be repaired, the Motor Pool provides the operator with the name of an approved private garage or a nearby Washington State Department of Highways facility.

The driver signs the bill acknowledging receipt of labor and materials and returns the copy of the bill to the Motor Pool office. The vendor mails another copy directly to the WSU Motor Pool.

Non-Pullman Vehicles

All major repairs of $200 or more must be authorized by the campus motor vehicle department.

Telephone the campus motor vehicle department during regular working hours or Facilities Operations 509-335-9000 after hours and weekends. They either approve repairs or suggest an alternative. If the vehicle is to be repaired, the campus motor vehicle department provides the operator with the name of an approved private garage or a nearby Washington State Department of Highways facility.

The driver signs the bill acknowledging receipt of labor and materials and returns the copy of the bill to the campus motor vehicle department. The vendor mails another copy directly to the campus motor vehicle department.

Winter Driving

The Motor Pool or campus motor vehicle department furnishes chains and snow tires for winter driving conditions. Pass and road condition reports are available at the Washington Department of Transportation web site at:

http://www.wsdot.wa.gov/traffic/

CHARGES

WSU Pullman Motor Pool Rental Fees

Charging Rental Fees

The rental fee consists of the daily rate and, if appropriate, a premium charge for extra miles. See the Motor Pool Rates website for the rate schedule, at:

http://facops.wsu.edu/motorpoolrates.htm

Rental days are calculated in 24-hour periods, beginning with the trip start time indicated on the Vehicle Release Authorization. Minimum charge is for one day. Example: A vehicle picked up at 8 a.m. and returned at noon the following day would result in a two-day charge. If it was returned at 7:30 a.m. the following day, a one-day charge will be assessed.

NOTE: Half-day (reduced) rates are available for 7- and 8-passenger vans and cargo vans which are picked up and dropped off within four hours during a working day.

The Motor Pool charges rental fees on the basis of the information on the Vehicle Release Authorization and the Sign-In Ticket.

Short-term Rentals

After the billing document is received from Motor Pool, compare billed mileage with the original trip itinerary to verify the reasonableness of charges.

Long-term Rentals

The requisitioning department reports mileage and itemized maintenance expense for each vehicle by the 25th of each month.

Non-Pullman Location Rental Fees

Non-Pullman campus motor vehicle departments charge rental fees based on information on applicable release and sign-in materials. Contact the campus motor vehicle department for more information about rental fee charges, as well as short- and long-term rentals.

Included Operating Costs

Certain operating costs are included in the rental fee which departments pay the Motor Pool or campus motor vehicle department.

These paid costs include:

Emergency purchases of tires and batteries.

Repair charges resulting from vehicle breakdown.

Regular maintenance service, oil change, lubrication.

Auto accident liability and property damage. See SPPM S35.10.

Costs Not Included

Operating costs not covered by the rental fee include:

Gasoline. Departments are responsible for paying fuel costs.

Parking, ferry and bridge tolls, storage and similar services. Usually these costs are paid by the requisitioning department.

Damage charges. Damage to motor pool vehicles from negligence or abuse is charged to the requisitioning department.

Parking tickets and fines. The driver is personally responsible for payment.

RESTRICTIONS ON VEHICLE USE

Personal Use

WSU motor pool vehicles shall be used for official University business only, regardless of the source of travel funds. Use of state-owned vehicles for personal business is absolutely prohibited.

Drivers

Authorization to drive WSU vehicles is granted by the department chair who is responsible for the vehicle and the conduct of the driver and passengers. See SPPM S35.10 for driver requirements.

Students

Only students who have been authorized by the department chair may drive.

Student Driver Authorization

The department chair grants authority to drive motor pool vehicles on a Student Driver Authorization form.

Obtain a blank copy of the authorization form by completing and/or printing the PDF master on 95.35.14.

Route the completed and signed Student Driver Authorization to the applicable motor vehicle office.

Student Organizations

ASWSU organizations and committees may rent vehicles from the Motor Pool or campus motor vehicle department. Other student organizations are not eligible to obtain WSU motor pool vehicles.

Passengers

See SPPM S35.10 for passenger requirements.

Animals

Obtain authorization from the Motor Pool or campus motor vehicle department manager for transporting animals, birds, insects or reptiles in WSU motor pool vehicles. Permission may be granted if animals, birds, insects, or reptiles are properly caged or contained.

See the PDF master forms:
95.35.14: Student Driver Authorization,
95.35.15: Vehicle Request/Justification, and
95.35.16: Vehicle Release Authorization
Complete and/or print as needed

95.06_Meals_and_Lodging.htm

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The University reimburses approved actual lodging expenses incurred while on travel status and pays a subsistence allowance to the University traveler.

Maximum Reimbursement

Reimbursement may not exceed the applicable maximum rates. See 95.19 for maximum meal and lodging rates. See lodging exception details below.

For attendance at seminars or professional meetings reimbursement may be at less than the maximum rates if the lower rate is acceptable to the traveler. The limitation must be clearly shown on the Travel Authority form and initialed or signed by the traveler (see 95.05).

High Cost Areas

Certain U.S. and foreign cities and areas have been designated as high cost areas. Rates for continental and noncontinental USA and foreign areas change frequently and are available from the following web sites:

Continental USA

U.S. General Services Administration Domestic Per Diem Rates website

Noncontinental USA and Foreign

U.S. Department of State Foreign Per Diem Rates website

Extra Field Time

An administrator may authorize additional food and lodging expenditures for extra field time at the destination if it is demonstrated that a direct saving will result. The calculation of the savings must include a comparison of commercial transportation costs; food and lodging expenses; and when applicable, the salary and fringe benefit costs of involved employees. Such comparisons are to be documented and submitted with the employee's Travel Authority. (SAAM 10.20.40.e)

Temporary Duty Station

After a traveling employee has spent 90 days at a temporary duty station, the administrator reviews the assignment in order to determine whether the employee's permanent official duty station should be changed. (SAAM 10.10.30.c) If the administrator determines that it is more economical to leave the employee in travel status, the administrator prepares a written justification and sends it to the Executive Director of Business Services/Controller for approval.

TRAVEL STATUS

Travel status begins at the time the traveler leaves his or her official station or official residence (whichever is closer to the travel destination). See 95.01 for definitions of official station and official residence.

MEALS

A traveler is eligible to receive subsistence allowance or reimbursement if he or she is in legitimate travel status at the traveler's normal meal time and the provisions of the Three-Hour Rule are met.

Three-Hour Rule

Reimbursement for subsistence is provided if the number of travel hours before and/or after regularly scheduled working hours of any one day total three or more. See exceptions below.

NOTE: The traveler may not stop for a meal just to meet the requirements of the Three-Hour Rule.

See tax requirements under Meal Rates/Reimbursement below.

Meals at Official Station

Reimbursement for meal expenses incurred at the traveler's official station or official residence is prohibited (SAAM 10.40.40) except as follows:

Official Meetings

The cost for meals associated with certain official meetings or training sessions may be supported by general operating funds, without regard to travel status or the Three-Hour Rule, if the conditions and procedures in 70.31 are followed.

Weekend Meals

Expenses for weekend meals which are associated with state business are usually reimbursable if the employee's normal working hours do not include the weekend.

Emergencies

In emergency situations when the President determines that employees performing critical University functions must remain at their work stations.

Employee in Leadership Role

When an employee, acting in a custodial or leadership role, must, as part of his or her official duties, must dine with student or other University clients, e.g., coaches dining with student athletes.

Meal Rates/Reimbursement

Rates

The traveler receives a set amount for each travel meal. The set meal amount is intended to repay the traveler for the basic costs of the meal including any applicable sales tax and any tip or gratuity. Meal rates vary by location (see 95.19).

Actual Costs

Departments may choose to reimburse travelers for the actual costs of meals instead of applying the meal rates. Actual meal reimbursement may not exceed approved meal rates. (SAAM 10.40.20.b) Under Travel Detailson the Travel ExpenseVoucher the department notes that actual cost is the basis for reimbursement.

IRS Tax

The Internal Revenue Service considers meals purchased during travel not involving an overnight stay and reimbursed under the Three-Hour Rule (see above) to be taxable fringe benefits. As such, the University must make appropriate deductions before paying the traveler. (NOTE: Meals purchased during an overnight trip or with business meetings (see also 70.31) are not taxable.)

Travel Services

The taxable meal costs are reported to Travel Services on a Travel Expense Voucher (see 95.20). Travel Services reimburses all allowable reported expenses except costs for taxable meals. Travel Services forwards the taxable meal cost information to Payroll Services.

Payroll Services

Payroll Services makes deductions and processes such meal reimbursements with the employee's regular paycheck. These meal reimbursements are recorded on the PEAR (see 55.22) as earnings types MLS and FLS.

Payment of Conference-Related Meal Costs

When identifiable costs of meals are included in the lodging rate or registration fee of a meeting, conference, convention, or formal training session, the University pays meal costs not to exceed the designated meal allowances for the location. The University does not separately reimburse the traveler for the included meals. If the included meal costs are not specifically identified, the University does not separately reimburse the traveler for the included meals. (SAAM 10.40.40.c)

See also 70.31 and "Food and Lodging" in 95.20.

Alcoholic Beverages

Reimbursement for a state employee's alcoholic beverage expense is prohibited.

Furnished Meals

A traveler does not receive reimbursement for furnished meals. (SAAM 10.40.40.b)

EXCEPTIONS: Departments are not required to reduce or eliminate subsistence payments due to meals served on airlines. The daily meal rates for the day's destination may be applied. Likewise, departments are not required to reduce or eliminate subsistence payments for continental breakfasts included in the lodging rate or in registration fees of meetings, conferences, or conventions. (SAAM 10.40.20.d)

LODGING

Travelers are reimbursed at basic commercial lodging rates not to exceed the maximum lodging rates listed in 95.19 and the federal web rate sites.

Travel Charge Card

The preferred method for purchasing lodging accommodations while on official state business is through the use of the state-authorized corporate state travel card for individual employees (SAAM 10.30.60.a). See 95.03.

Personal Resources

Travelers may use personal financial resources to purchase lodging accommodations. (SAAM 10.30.60.a)

Tax Exemptions

When obtaining lodging, travelers are encouraged to request all available tax exemptions offered to governmental travelers (SAAM 10.30.60.b). Refer to the following federal web site for more information:

http://www.gsa.gov

Select A-Z Links to GSA Topics, then
Select Travel Policy; then
Select State Tax Rates and Exemption Forms.

Taxes

Continental USA maximum lodging rates do not include taxes. Taxes paid on lodging may be reimbursed even though the taxes raise the total cost of lodging to an amount that exceeds the maximum listed lodging rate. EXAMPLE: If the actual amount paid for the room is $70 and the maximum lodging rate is $70 and the taxes are $8, enter $78 under room rate on the TEV.

Taxes are included in lodging rates for noncontinental and foreign locations.

Commercial Facilities

WSU does not reimburse lodging expenses unless the traveler uses a commercial facility (a licensed and insured public facility selling lodging accommodations to travelers).

WSU does not reimburse lodging expenses when the traveler does not incur expenses for lodging because it is furnished by a state agency or another outside organization.

Location

WSU does not reimburse lodging expenses incurred at a lodging facility located at either the traveler's official station or official residence (see SAAM 10.30.40.a) except as follows:

As an allowable moving cost (see 70.61).

In emergency situations when the President determines that employees performing critical University functions must remain at their work stations.

When an employee, acting in a custodial or leadership role must, as a part of their official duties, lodge with students or other University clients, e.g., coaches lodging with student athletes.

Fifty-Mile Rule

WSU does not reimburse lodging expenses incurred at a lodging facility located within fifty miles of the closer of either the traveler's official station or official residence. (SAAM 10.30.40.b) Exceptions to this requirement include:

An overnight stay in commercial lodging which eliminates travel for back-to-back late night/early morning meetings. The supervising administrator authorizes this exception on the Travel Authority.

An overnight stay in commercial lodging due to health or safety concerns. (See also 95.01.) The traveler promptly notifies his or her supervisor when this exception is invoked and provides an explanation on the Travel Expense Voucher.

When the approving administrator determines that staying overnight is more economical to the University than returning to the official station or residence. The approving administrator provides a justification and analysis which is attached to the Travel Authority or Travel Expense Voucher.

Direct Billing For Nonemployee Lodging

The direct billing option is available only for payment of lodging expenses for persons other than WSU employees. (Employee lodging may not be billed directly to the department.)

A department may request that the vendor directly bill the department for lodging for nonemployees.

Authorized Travel Only

The nonemployee traveler must be authorized to travel for the University. See 95.14 for applicants, 95.13 for students, and 95.25 for speakers.

Maximum Rates

Direct-billed lodging costs are to either conform with state of Washington lodging rates (see 95.19) or meet requirements of the Lodging Exception Rules (see below).

Documentation

If the vendor requires a written authorization for the lodging purchase, process a Departmental Requisition (see 70.10) or a Department Order (see 70.07).

Reference the Travel Authority Number on all documents used to process the direct lodging payment.

Meals

The Executive Director of Business Services/Controller does not authorize direct billing of travel meals.

Shared Lodging

When two or more WSU travelers share lodging, each traveler enters the actual amount he or she spent for lodging on the Travel Expense Voucher.

Each Travel Expense Voucher is to include the name of the other traveler(s) under Travel Details (see 95.20).

If each traveler pays a portion of the lodging, one traveler submits the original lodging receipt and the other submits a copy. The traveler submitting the copy indicates under Travel Details that the other named traveler is submitting the original receipt.

If one traveler pays the entire lodging bill, both travelers so indicate under Travel Details>. The traveler paying the bill submits the original lodging receipt for reimbursement.

When lodging is shared with someone not involved with official business, e.g., a spouse, the University reimburses the official traveler at the single-room rate. The traveler or department is responsible for obtaining the appropriate single-room rate from the lodging provider.

Requests To Exceed Maximum Lodging Rates

Except as specified below, reimbursement for lodging costs may not exceed the Maximum Lodging Amount for the location. The following exceptions apply to all high cost and other locations, including foreign destinations. See 95.19 for Maximum Lodging Amounts. When any exception to the Maximum Lodging Amount is used, the traveler is to select the most economical room available under the circumstances.

Lodging Exception Ceiling

If one of the following conditions applies and is approved, the maximum reimbursable lodging amount is the Lodging Exception Ceiling, which is 150 percent of the total allowable reimbursement rate (meals and lodging) for the location.

Lodging Exception Rules

The approving administrator (see 95.01) may authorize reimbursement for actual lodging expense up to the Lodging Exception Ceiling when at least one of the following Lodging Exception Rules applies:

When costs in the area have escalated for a brief period, either during special events or disasters.

When lodging accommodations are not available in the area at or below the Maximum Lodging Amount, and the savings achieved from occupying less expensive lodging at a removed site would be consumed by additional transportation and other costs.

When the traveler attends a meeting, conference, convention, or training session where he or she is expected to have business interaction with other participants in addition to scheduled events, and it is anticipated that maximum benefit will be achieved by authorizing the traveler to stay at the lodging facility.

When a traveler is assigned to accompany an elected official, foreign dignitary, or others as authorized by law, and is required to stay in the same lodging facility.

To comply with provisions of the Americans with Disabilities Act, or when the health and safety of the traveler is at risk.

When a meeting room is required and it is more economical to acquire special lodging accommodations, e.g., a suite, than to acquire a meeting room and a room for lodging.

Applicable Lodging Exception Rule 1, 2, 3, 4, 5, and/or 6 above must be referenced on a Travel Authority signed by the approving administrator.

Expenses Exceeding 150 Percent

When all three of the following circumstances apply, the Executive Director of Business Services/Controller may approve payment of lodging expenses in excess of 150 percent of the applicable maximum per diem amount for the location:

The traveler is required to attend a meeting, conference, convention, or training session where the traveler is expected to have business interaction with other participants in addition to scheduled events; AND

It is anticipated that maximum benefit will be achieved by authorizing the traveler to stay at the lodging facilities where the meeting, conference, convention, or training session is held; AND

The lowest available advertised lodging rate at the lodging facility exceeds 150 percent of the applicable maximum per diem amount for the location.

Documentation supporting the lodging rates is to be attached to the Travel Expense Voucher or its file location referenced.

Lodging for Meetings/Sessions

Maximum lodging amounts are not always sufficient to support the rental of facilities needed to host a meeting, conference, convention, or training session. When this occurs, the approving administrator may approve increasing the lodging reimbursement up to 125 percent the applicable maximum allowable lodging rate.

Receipts

An original itemized lodging receipt indicating the room rate and all applicable charges and taxes must be submitted with the Travel Expense Voucher. The receipt must indicate that the lodging vendor was paid.

Lost Lodging Receipts

If a lodging receipt is unavailable or lost, a traveler may submit a completed and signed Affidavit of Lost Receipt to Travel Services. After verification Travel Services may approve reimbursement on an exception basis.

Make copies of the master on 95.20.21 to obtain supplies of the affidavit form.

TRAVEL TRAILERS/CAMPERS

When a traveler elects to use a travel trailer or camper in lieu of commercial lodging facilities for his/her convenience, lodging reimbursement is the actual space rental cost as evidenced by a receipt not to exceed the nonhigh cost lodging rate. The traveler is not reimbursed for the rental or lease cost of the travel trailer or camper. Meal reimbursement is at the nonhigh cost rate designated in 95.19.

The Executive Director of Business Services/Controller, with the traveler's concurrence, may approve the use of travel trailers or campers if suitable commercial lodging is not available, state lodging is not provided, and there is a benefit to WSU for the traveler to remain at a temporary work station rather than commute to suitable lodging. Prior written approval is required for this exception to policy. Under this situation, the traveler is reimbursed according to the nonhigh cost hourly and daily rates.

95.19_Travel_Rates.htm

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INTRODUCTION

This section is comprised of rate schedules. Review other sections of the travel chapters for definitions of the rate structure and appropriate applications. Examples or other discussions may include former rates. Use the rates in this section when preparing the Travel Expense Voucher.

VEHICLE RATES

Motor Vehicles

Effective January 1, 2013, WSU reimburses a traveler at the rate of $ .565 per official travel mile when a privately-owned motor vehicle is used. (This rate does not apply to motorcycles. See below for the motorcycle rate.) See 95.11 for criteria for using a privately-owned motor vehicle.

Motor Pool Vehicles

Refer to the Motor Pool Rates website for the rate schedule, at:

http://facops.wsu.edu/motorpoolrates.htm

Private Aircraft

The private aircraft reimbursement rate is $1.33 per nautical air mile. See also 95.30.

Motorcycles

WSU reimburses a traveler at the rate of $0.535 per official travel mile when a privately-owned motorcycle is used.

LODGING RATES

Continental USA (Not High Cost)

Maximum Lodging Amount $83 per night

High Cost Continental USA

Refer to the federal Domestic Per Diem website.

Taxes on lodging expenses may be added to these rates.

Noncontinental USA and Foreign

Refer to the following website:

http://aoprals.state.gov/web920/per_diem.asp

The lodging rates in these tables include all taxes.

MEAL RATES

The rates listed on the table below are the maximum reimbursement allowed for specified meals. Refer to the federal Domestic Per Diem website to determine which daily meal rate to apply.

Continental USA

High Cost Areas All
Other
Areas

Breakfast 13.00 14.00 15.00 16.00 18.00 11.00

Lunch 15.00 17.00 18.00 20.00 21.00 14.00

Dinner 23.00 25.00 28.00 30.00 32.00 21.00

TOTAL
(daily meal rate) $51.00 $56.00 $61.00 $66.00 $71.00 $46.00

Noncontinental USA and Foreign Locations

Daily Meal Rate

Refer to the web site at the address shown above for the applicable daily meal rate for the location.

Breakfast

25 percent of the daily meal rate

Lunch

30 percent of the daily meal rate

Dinner

45 percent of the daily meal rate

95.11_Privately-Owned_Motor_Vehicles.htm

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TRAVEL
95.11
Revised 10-09
Travel Services
335-2034

Normally, the use of a privately-owned motor vehicle is based upon University-related requirements rather than the personal preference or convenience of the traveler. (SAAM 12.20.50)

A WSU traveler may use a privately-owned motor vehicle for official University travel when:

A Motor Pool vehicle is not available, or

It is more advantageous or economical to the University to use a privately-owned vehicle than a Motor Pool vehicle as determined by the approving administrator.

NOTE: When transportation on a scheduled airline is available, tourist-class air fare is the maximum amount which is reimbursed regardless of the mode of transportation actually used. See also 95.07.

REQUIREMENTS FOR DRIVERS

See SPPM S35.10.

ACCIDENT REPORTING

See SPPM S35.30.

REIMBURSEMENT

All claims for personal vehicle mileage are for travel that is both critical and necessary for University business. (SAAM 10.50.25.b)

Complete a Travel Expense Voucher to obtain reimbursement for mileage expense (see 95.20). See 95.19 for the current private motor vehicle mileage rate.

Figuring Mileage

Departments may use maps, highway guides, or actual odometer readings to determine mileage.

Maps and Guides

To figure in-state mileage, use the highway mileage chart on the Washington State Department of Transportation's Mileage Chart website, at:

http://www.wsdot.wa.gov/Publications/HighwayMap/Mileage/default.htm

Use standard highway mileage guides for out-of-state mileage. If maps or guides are used to determine point-to-point mileage, vicinity miles as determined by odometer readings must be shown on the Travel Expense Voucher as a separate figure for each day's travel.

Odometer Readings

Departments may elect to reimburse either in-state or out-of-state mileage, or both, on the basis of actual odometer readings. Enter the total daily mileage under the Point-to-Point column on the Travel Expense Voucher. Indicate under Travel Details that the mileage is based upon odometer readings.

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REIMBURSABLE EXPENSES

Reimbursable transportation expenses include all necessary official travel on railroads, airlines, ships, buses, private automobiles, and other usual means of conveyance.

Residence and Official Station

Transportation costs between home and official station are a personal obligation of the employee. If a traveler's official residence is not located within the limits of his/her official station, travel expense reimbursement is allowed from official station or official residence, whichever is less. See 95.01 for definitions of official station and official residence.

MAXIMUM ALLOWANCE

When transportation on a scheduled airline is available, the lesser of tourist- class air fare or the current state contract air fare is the maximum amount that is reimbursed regardless of the mode of transportation actually used. (Contact a Department of Enterprise Services (DES)-approved travel agency for current state contract air rates.)

A traveler may elect to use a slower means of transportation instead of an available scheduled airline. In such a case, reimbursement for additional food and lodging expenses is not allowed. The difference in travel time between that spent on tourist air travel and the slower mode of transportation must be accounted for by leave status, e.g., annual leave.

Exceptions

Exceptions to this maximum allowance may be permitted under the following circumstances:

When performance of the official mission requires that some other means of transportation be used, e.g., a truck to haul equipment.

When the requirement results in undue hardship or inconvenience to the traveler.

When the ultimate cost to the University is less. For example, when two or more employees travel together in the same automobile, the total transportation cost may be less than two tourist-class air fares. Other considerations include loss of productive time and increased food and lodging costs.

When a flight to or from a point outside the continental U.S. is over 14 hours long (not including domestic layover time). In this case, business class (premium class other than first class) air fare may be permitted if the traveler has exhausted all state business frequent flyer miles available for an upgrade. The traveler's department is responsible for determining the availability of frequent flyer miles.

When a non-air common carrier is used, business class may be approved when the higher class fare is necessary for having business interaction or for conducting state business while in route to the destination, and the higher class fare is less expensive than coach class airfare or is the only mode of travel available to arrive at the destination.

The responsible department chair, unit head, principal investigator, or project director must endorse a statement on a Travel Authority describing the extenuating circumstances that justify the exception. If the traveler is an administrator, his or her supervisor must endorse the statement. In the absence of a specific statement, travel by air coach or tourist class is presumed and authorized.

Route the exception Travel Authority to the Executive Director for Business Services/Controller prior to the trip.

COMMON CARRIERS

Common carriers should be used in preference to other means of transportation. Scheduled airlines usually offer the greatest convenience at the least cost in terms of dollars and time. Bus transportation is recommended for short distances.

The University pays the lesser of tourist class fare or state contract air fare for common carrier travel.

Travelers are encouraged to utilize reduced-fare schedules or excursion rates whenever possible. Travelers should be aware that many carriers assess substantial penalty charges for cancellation of reduced-fare packages.

Authorization

Common carrier travel must be approved in advance on a Travel Authority. See 95.05.

Paying Common Carrier Fares

The following procurement methods are considered acceptable for obtaining common carrier tickets.

Purchase tickets using a departmental Central Travel Account (CTA). This is the preferred method. See 95.04.

Purchase tickets using the traveler's state travel charge card. See 95.03.

Purchase common carrier tickets using personal resources.

Reimbursement Procedure

The traveler claims transportation expenses on a Travel Expense Voucher when the state travel charge card or personal resources are used. See 95.20 for Travel Expense Voucher instructions.

Regardless of the method used to pay for the common carrier expenses, the traveler must submit proof of payment of a common carrier ticket with the completed and approved Travel Expense Voucher in order to claim reimbursement for the expenses. Receipts are required and must be attached to the Travel Expense Voucher for most allowable transportation expenses.

Unofficial Travel

Expenditures for unofficial travel that constitutes an incidental portion of an official trip may be included in the total travel package purchased with a CTA. The traveler is responsible for reimbursing the University for unofficial travel.

Authorized Changes

If there is an authorized change in itinerary, the employee may pay the added cost and claim reimbursement on a Travel Expense Voucher.

Refunds

If the traveler does not use all or part of a ticket purchased with a CTA the traveler reports the fact to his or her department and provides documentation (e.g., tickets). The department works directly with American Express or a DES-approved travel agency to obtain refunds for CTA ticket purchases.

If the carrier makes a refund directly to the traveler, the refund must be taken to the Cashier's Window in the Controller's Office immediately after the traveler returns.

OTHER TRANSPORTATION

Motor Pool Vehicles

The WSU Motor Pool provides motor pool vehicles for official University business. Details are available in 95.35. The rate schedule is available from the Motor Pool Rates website at:

http://facops.wsu.edu/motorpoolrates.htm

Privately-Owned Vehicles

See 95.11.

Rental Cars

See 95.12.

Nonscheduled Aircraft

See 95.30.

Local Transportation

See 95.08 for details regarding taxi, city bus, streetcar, monorail, subway, airport limousine, etc.

95.05_Travel_Authority.htm

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TRAVEL
95.05
Revised 8-11
Travel Services
335-2034

Official University travel requires prior approval by an appropriate University administrator. (See 95.01 and "Approving Official" below.)

Written Prior Approval

Written prior approval on a Travel Authority (TA) form is required in the following circumstances. The department routes or retains the TA as indicated.

Routing Approved TA to Travel Services is Required

In each of the following two circumstances, the department must route the approved TA to Travel Services:

When a travel advance is requested.

When conference registration is to be paid in advance by Travel Services.

Routing Approved TA to Travel Services is Not Required

In each of the following six circumstances, the department must retain the approved TA in the departmental files. (See below.) The department does not route the approved TA to Travel Services.

When the traveler will be going out of state or out of the country. (SAAM 10.10.50) See also 95.15 for information about foreign travel.

When a privately-owned, rented, or chartered aircraft will be used. See 95.30.

When official WSU travel is partially or entirely supported by funds not administered by the WSU Controller's Office, e.g., from a third party (another educational institution, a private organization) or the traveler's personal funds. See 95.16.

When requesting exception to policy.

When seeking authorization for applicant, student, speaker, or other nonemployee travel. See 95.13, 95.14, 95.25. (NOTE: This does not apply to Attorney General's representatives or the Board of Regents.)

When the administrative unit requires it. An individual unit may require written approval for all travel. NOTE: If an individual unit requires written approval above and beyond that required by this policy (95.05), the unit is responsible for ensuring that the unit policy is consistently applied.

Verbal Prior Approval

Verbal prior approval by the administrator is acceptable when a Travel Authority is not required. A Travel Authority is required whenever one of the above circumstances applies to the travel plan.

TA FORM

Download or copy the PDF version of the Travel Authority on 95.05.9 to obtain a template that may be completed with a computer and printed for approval and routing.

Substitute TA Forms

The department may not use a substitute TA if a travel advance is included in the request or if the department wants Travel Services to pay the conference registration.

A department may use a substitute TA form if:

The substitute form collects all of the data required on a regular TA form and

The TA is not required to be routed to Travel Services.

See "Completing the TA" below for data requirements.

COMPLETING THE TA

Complete the Travel Authority in accordance with the following instructions. Form sections without instructions are considered self-explanatory.

TA Number

The department may enter an identifying number for the Travel Authority. This field is optional.

Section 1--Travel Authority

Complete Section 1 to authorize travel. This section is always completed.

Title

Enter the traveler's working title.

Purpose of Trip/Speaker's Program Description

Describe why the traveler is traveling. Indicate the exact purpose of the trip. Describe the program involved.

If an applicant's or speaker's travel includes a speaker fee, describe the proposed program here.

Include the full name of organizations and agencies rather than initials.

Continue descriptions and justifications on an attachment if necessary.

Itinerary

Enter dates of travel. Enter starting points and destinations for each leg of the trip. The itinerary should be complete enough to locate the traveler in case of an emergency and to show the traveler's route.

Authorized Items

Check all items authorized by this Travel Authority:

Domestic Speaker

Check to authorize a speaker's or conference participant's travel expenses and/or speaker fee.

Rental Car

Check to authorize use of a rental car (other than Motor Pool). See also 95.12.

Exceptions

Check if the Travel Authority authorizes or requests authorization for exceptions to standard travel policies.

Lodging Exception

To authorize payment of more than the standard allowable lodging rate in accordance with the procedure in 95.06 indicate the exception rule.

Exceptions/Restrictions

The supervisory administrator evaluates the travel plan and indicates any restrictions or special arrangements, e.g. reimbursement limitations, special allowances speaker fee. See also SPPM 5.40.

Approving Official

A University official who is authorized to approve travel signs Approving Official. See 95.01.

The designated approving official must personally sign the Travel Authority. A subordinate's signature or a facsimile, e.g., rubber-stamped signature, is not acceptable.

When a designated acting official signs the Travel Authority, the acting title must be shown.

Two Departments

When more than one department is supporting the travel, an administrator from each department must sign the TA.

Employee Travel

For employees the approving administrator must be the traveler's supervisor and an official who is authorized to approve travel. See 95.01.

Student Travel

For students the approving administrator must be an official who oversees the department or office responsible for the travel activity and an official who is authorized to approve travel. See 95.01.

Applicant or Speaker Travel

For applicants or speakers the approving administrator must be the chair or unit administrator who oversees the department or office responsible for the travel activity and an official who is authorized to approve travel. See 95.01.

Exceptions Noted and Approved

Administrators and the Controller use this section to approve exceptions to WSU travel policy.

Section 2--Conference Registration

Check this section to request that Travel Services submit prepayment of conference registration.

NOTE: The department may choose to prepay the conference registration by using a departmental purchasing card. See 70.08.

Registration Fee

Submit completed registration materials to Travel Services with an approved Travel Authority at least ten days before the registration is due. Travel Services mails the registration fee directly to the organization.

If time limits prevent this procedure and there is no departmental purchasing card available, the traveler may pay the registration fee and be reimbursed with a claim on the Travel Expense Voucher (TEV). Attach a receipt for the expenditure to the TEV.

When Travel Not Required

If the employee does not have to travel to attend the conference, the approving administrator may authorize payment of conference, convention, or meeting registration fees, including certain meal costs (see 95.06).

Meals Included in Registration Fee

If meals are part of the regular registration fee and are not optional, general University funds may be used to pay conference registration costs.

Optional Meals

Meals are considered optional if the conference registration fee is adjusted for meals purchased.

When conference meals are optional, general University operating funds may support meal costs up to the maximum allowable amounts shown in 95.19. If meal costs exceed these maximums, the excess costs may be supported by one or both of the following:

The personal funds of the traveler. The traveler attaches a personal check made out to the conference.

A discretionary (program 17A) account designated in Section 4--Account Information. (See 30.75 and 70.33 for more about discretionary accounts.)

NOTE: Departments may not use purchasing cards to pay for optional conference meals.

WSU-Sponsored Conferences

If the conference is sponsored by a WSU department, use an IRI to pay registration fees. See 70.05 for IRI instructions.

Section 3--Travel Advance

A travel advance allows a traveler to receive cash to use to defray reimbursable lodging and meal expenses while performing official duties.

A department may not request a travel advance if the period of travel is less than 15 days.

A traveler may not receive a travel advance more than 15 days before the start of travel.

A travel advance may not be considered to be a loan to an employee. Any unauthorized disbursement of a travel advance is considered a misappropriation of state monies. (SAAM 10.80.60.b)

Charge Cards

WSU travelers may obtain University travel charge cards to use in lieu of travel advances. See 95.03.

Appointed Employees

Appointed WSU employees with at least two months of remaining employment are eligible for travel advances.

Others

Students, student groups, faculty/staff traveling with student groups, and employees with less than two months left on appointment may apply for travel advances on an exception basis.

Exceptions

A departmental administrator may include a request for an exception to advance policies on the Travel Authority form.

Current in Accounting

A traveler must be current in accounting for previous advances in order to receive another advance.

Mailing Address of Traveler

The traveler's mailing address should be a home address. This address should correspond to the home address entered in the University's computer Name and Address File (see 90.70). Verify addresses by referring to PAPR, an online administrative application. See 85.37 for more information about administrative applications.

Check Disposition Instructions

Travelers are encouraged to direct the check to a home address.

Reserve the "pick up" or hold privilege for emergencies. Preparing checks for pick up results in several extra steps for the Controller's Office.

Authorized Expenses

Estimate meal and lodging expenses. See 95.19 for meal and lodging rates.

Limits

The minimum dollar limit for a travel advance is $85.00.

The maximum dollar limit for a travel advance is 90 days authorized allowance at the maximum allowable rates for the travel locations.

If travel status extends beyond 90 days, an additional advance may be requested after the previous advance is cleared by submitting a TEV. NOTE: A TEV must be submitted at least every 30 days during extended travel supported by a travel advance.

Employee Agreement

Read the Employee Travel Advance Agreement statement carefully.

A Travel Expense Voucher (TEV) which justifies the expenditure of the advance is to be submitted to the Controller's Office on or before the tenth day of the month after the authorized travel period. (SAAM 10.80.60.d) See also 95.20.

When a travel advance is unaccounted for by the above deadline, Travel Services initiates payroll deduction or collection procedures.

Any unexpended portion of a travel advance is to be returned to WSU Travel Services with a properly completed TEV at the conclusion of the authorized travel period. (SAAM 10.80.60.d) The traveler is to make payment to the University by personal check, cashier's check,or money order payable to WSU. Travel Services does not accept cash payments.

Travelers Signature

The signature must be the traveler's own signature. Substitute signatures or signature stamps are not acceptable.

Section 4--Account Information

Indicate the account coding for supporting WSU account(s). If the travel expense is to be paid by the traveler or another source, enter details above the approving administratorâs signature and leave the Account Information section blank.

Net Amount

Enter amount in the following circumstances:

When limiting the traveler to a specified amount for the trip.

When the trip will be financed by one or more WSU-administered budgets. Include all coding and designate the amount estimated from each budget.

To authorize an applicant or speaker fee paid in exchange for a service, e.g., lecture or seminar. See 95.14.

DISTRIBUTION

The TA is routed differently for different travel situations.

General Travel

If the TA includes a request for a travel advance and/or conference registration, the department must route the TA to Travel Services as indicated below.

If the request does not include a travel advance or conference registration, the originating unit retains the original of the TA or substitute TA (see above) and any back up documentation. This constitutes the official University record of approval for the travel.

The department routes a copy to the traveler.

The department prepares an additional copy for the college if required by the responsible dean/director.

Travel Advance

Submit the original TA and a copy to Travel Services at least ten days before anticipated departure.

Rental Car

If the traveler does not wish to use his or her state charge card to obtain a rental car, he or she may present a signed copy of the TA or substitute TA to Travel Services to obtain a WSU rental car credit card.

Rented Aircraft

Submit the original TA or substitute TA to Purchasing at least 10 days before anticipated departure.

Conference Registration

Submit the original and a copy of the TA and the registration form to Travel Services at least 10 days before the fee is due.

Foreign Travel

See 95.15.

See PDF master form:
95.05.9: Travel Authority
Print or complete and print as needed

95.15_Foreign_Travel.htm

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TRAVEL
95.15
REV 4-01
Travel Services
335-2034 PDF link

OVERVIEW

University international travel includes travel undertaken by WSU faculty, staff, and students as well as WSU-supported travel by foreign nationals.

Criteria

An authorized administrator may approve requests to undertake international travel for any of the following purposes:

To allow active participation in research projects.

To make use of unique library or similar resources.

To allow major participation in a significant international professional meeting.

To develop international education, research, and/or training projects with developing nations.

Applicable Regulations

WSU and state of Washington policies and procedures apply to foreign travel.

Tax Implications

Departments which support travel by foreign nationals to the United States should contact Payroll Services (telephone 335-9575) and the Office of International Programs (telephone 335-4508).

APPROVAL

Foreign travel requires prior approval by an authorized University official. See 95.01. Initiate a Travel Authority to request approval for foreign travel. See 95.05.

If the travel is supported by international programs or projects, route a copy of the Travel Authority to International Programs at mail code 5110.

FOOD AND LODGING

See 95.06 for reimbursement procedures. Contact Travel Services for foreign rates. The rates are also available at the following URL address:
http://aoprals.state.gov/web920/per_diem.asp

AIR CARRIERS

University travelers are to use U.S.-flag air carriers for international air transportation. If a foreign carrier is used, the traveler is to justify the use of the foreign carrier on the Travel Authority or Travel Expense Voucher. The traveler is to be mindful that the state considers economy to be the primary criteria to apply when making travel decisions.

TRAVEL SUPPORTED BY SPONSORED PROJECTS

Before undertaking foreign travel, ascertain that the planned travel is allowable under sponsor's current regulations and the terms of the agreement. Some agreements restrict or do not allow the use of foreign flag air carriers.

Some sponsors require that foreign travel be itemized in the proposal and award agreement budgets. In addition to, or in lieu of, an itemized budget, certain sponsors require that written agency approval be obtained prior to each foreign trip. Some sponsors have delegated this prior approval responsibility to WSU. Contact Sponsored Programs Services for more information.

Short-term Travel (Less Than 30 Days)

Maximum Rates

The foreign travel food and lodging rates represent maximum amounts which may be reimbursed.

If a sponsor specifies a different rate, apply the lower of the two rates.

Sponsor's Procedures

Travelers are responsible for applying sponsor's procedures as detailed in the agreement and/or regulations when appropriate. State of Washington and WSU procedures supersede a sponsor's procedures when the sponsor is less restrictive.

Extended Travel (30 Days or More)

Generally, reimbursement procedures are the same as for short-term travel. Some sponsors' agreements and/or regulations may provide for additional specified travel and residence expenditures attendant to long-term travel.

95.18_Illness_or_Injury_While_on_Travel_Status.htm

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ILLNESS/INJURY

When a University traveler on official WSU business is incapacitated due to an injury or illness, the traveler is to contact his or her supervisor as soon as possible. The "prompt return" requirement (see 95.01) may be waived for health and safety concerns. (SAAM 10.10.35)

When a traveler takes leave of absence of any kind due to being incapacitated due to illness or injury, not due to the employee's own misconduct, the authorized reimbursement for subsistence and lodging may be continued during the leave period. (SAAM 10.20.50.a)

When a traveler takes leave of absence of any kind as a result of illness or injury that is due to the traveler's own misconduct, the authorized reimbursement for meals, lodging, transportation, and all other travel expenditures may not be continued during the leave period. (SAAM 10.20.50.b)

Cost of Returning

Food and lodging reimbursement is usually not allowed if the dollar amount exceeds the total transportation cost of returning the employee to the official residence and sending him or her back to the temporary work station after recovery.

EXAMPLE: The traveler is scheduled to conduct a seminar in Chicago from Monday through Friday. She is ill on Tuesday. She is eligible for sick leave and can collect reimbursement for Tuesday's food and lodging because travel costs to Pullman and back to Chicago would cost more than daily food and lodging expenses.

Hospitalization/Medical Costs

Hospitalization and medical costs are covered by the University's medical insurance plans. Workers' compensation may support medical costs related to job-related accidents. See SPPM S25.27.

Travel Expense Voucher

Include an explanation of the health or safety issue on the traveler's Travel Expense Voucher. Include the name of the supervisor who approved the emergency alteration of travel plans and the approval date. When leave of absence of any kind is taken while in travel status, the traveler enters the exact hour the leave begins and ends on the Travel Expense Voucher. See 95.20 for Travel Expense Voucher instructions.

Accident/Illness Report

Upon return, the employee's supervisor reports any incurred occupational injuries or illnesses to the Benefit Services Office on an Accidental Injury/Occupational Illness Report. (See SPPM S25.20.)

Time/Leave Reporting

The employee records sick leave used on the appropriate form, i.e., Time Report or Leave Report.

95.17_Travel_for_Personal_Convenience.htm

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POLICY

A University employee may interrupt official WSU travel to engage in personal travel or to conduct personal business if all of the following conditions exist:

The primary purpose of the trip is official University business;

The traveler uses, where necessary, his or her approved leave for the vacation or personal part of the trip; and

The University does not incur any extra expenses beyond what it would normally incur had the trip occurred without personal travel.

Prior Approval

The traveler is responsible for obtaining the supervisory administrator's approval prior to using a portion of an official University trip for personal purposes.

LEAVE WHILE ON TRAVEL STATUS

Resident Instructional Staff (RIS)

The supervisory administrator may require RIS faculty to use appropriate leave (annual leave, leave without pay, personal holiday) to account for personal travel time which conflicts with instructional duties.

Staff and Non-RIS Faculty

The traveler accounts for the personal portion of the trip by recording the leave status, (e.g., annual leave, leave without pay, compensatory time, holiday), on the appropriate Leave Report or Time Report.

TRAVEL EXPENSE VOUCHER

The traveler may not claim per diem or seek transportation reimbursement for the personal portion of the trip.

The Travel Expense Voucher must indicate the exact time official travel status begins and ends. See example on the following page.

Example

The traveler leaves Pullman at 2:00 p.m. July 24 to attend a conference in Chicago which lasts from July 25 through July 27. After the conference, he or she visits relatives in the Chicago area for two days before returning home.

Date From To Depart Arrive

July 24 Pullman Chicago 2:00 p.m.

July 25

July 26

July 27 Official Travel Ends 5:00 p.m.

July 28

July 29 Official Travel Begins 1:00 p.m.

Chicago Pullman 8:00 p.m.

70.62_Taxable_Relocation_Expenses.htm

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Federal law requires that employees pay taxes on certain relocation expenses. (P.L. 103-66) The University is required to report all relocation expenses (taxable and nontaxable) on employees' W-2 forms.

Taxable Expenses

Taxable expenses are listed below and are shown with nontaxable expenses on the table in 70.60. Refer to 70.61 to process reimbursement for nontaxable moving expenses. Taxable expenses include the following if paid or reimbursed by the University:

All meal expenses incurred while moving from the old residence to the new residence.

Meal expenses incurred after arrival.

House hunting trips prior to move: Travel expenses, e.g., transportation including airfare, auto rental, mileage, meals, and lodging for the new hire.

Costs for maintaining a temporary residence in the area of the new job. Includes lodging at the new location except for the first night.

Storage charges accruing after 30 days of storage except for those incurred in-transit and for foreign moves.

Source of Funds

Most taxable relocation expenses are to be paid from 17A (discretionary) accounts only. The following taxable relocation expenses may be supported by state funds as well as discretionary accounts:

Costs for storage between 30 and 60 days,

Meals, and

Relocation allowances that do not exceed the total of the applicable maximum daily lodging rates for one person.

PROCESSING EXPENSES

The employing department initiates payment of taxable relocation expenses by completing and submitting an approved Relocation Expense Request to Travel Services.

Payroll Services processes taxable relocation expenses as additional compensation to the employee paid in a regularly scheduled paycheck.

Obtain the Form

The employing department processes a Relocation Expense Request to request payment of taxable relocation expenses. Access the PDF form master on 70.62.4 to obtain the form.

Completion Instructions

Enter Expenses

Enter all relocation expenses to be paid from the supporting account in the appropriate boxes. Expenses may be entered as employee reimbursement, direct vendor payments, and/or as a relocation allowance.

Reimbursement to Employee

If the expenses are direct reimbursement to the employee, complete the blocks in the upper middle of the form.

Direct Vendor Payment

Complete the blocks in the lower middle of the form for direct vendor payment.

If the vendor has already been paid also indicate the supporting University account under Fund/SFund/Prg/Proj.

If the vendor has not yet been paid, attach the vendor's invoice to initiate payment.

The University pays the vendor directly and Payroll taxes the employee based upon the amount of the vendor payment.

Relocation Allowance

Complete the blocks near the bottom of the form to initiate a relocation allowance.

The employing administrator may authorize a relocation allowance for a temporary period while the employee is moving and looking for a home. This allowance is in addition to or in lieu of expenses related to relocation of household goods (see 70.61). The allowance cannot exceed the total of the applicable maximum daily lodging rates for one person. See 95.19 for rates. The amount for relocation allowance is regarded as taxable income to the employee.

The amount of the relocation allowance is negotiated between the individual and the employing department. Documentation of the relocation allowance should be included in the offer of employment and in the Remarks section of the personnel action completed to hire the employee. See 60.25. Attach a copy of the personnel action to the Relocation Expense request.

Authorization

An authorized official approves payment of the expenses. See 70.02 and 70.33.

Route to Travel Services

Route the completed and approved form to Travel Services.

Payroll Processing

Income taxes, social security, and Medicare taxes are deducted from the employee's paycheck. The indicated account will be charged for matching contributions for social security and Medicare.

Payroll Services reports taxable relocation expenses as gross income (IRS W-2 form boxes 1,3,5). Payroll Services records earning types as MOV, MOF, or FMV in the Departmental Payroll Processing Application. The subobject/object is assigned as MV07. See 55.22.

See the PDF master form:
70.62.4: Relocation Expense Request
Complete and/or print as needed

70.61_Employee_Household_Moves.htm

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AUTHORIZATION

Deans or other principal administrative officers may authorize payment for household moves for eligible new or transferring employees. (RCW 43.03.110,120) Refer to 70.60 for eligibility requirements.

The administrative unit that employs the individual pays for any authorized costs.

The Internal Revenue Service (IRS) requires that WSU report payments for moving expenses on the employee's W-2. EXCEPTION: The IRS does not require WSU to report moving expenses on the employee's W-2 which are paid directly to a third-party on behalf of the employee, e.g., to a state-contract vendor.

The employee may refer to IRS Publication 521 for moving expense information. Refer to 70.60 and 70.62 for information about taxable relocation expenses.

Sponsor-Funded

For employees funded by sponsored projects, direct questions regarding allowability to Sponsored Programs Services, French Administration 240. Many agreements with federal agencies allow for relocation expenses.

International Moves

Contact Purchasing Services for planning assistance with household moves that cross national boundaries.

Travel Expenses

The University may pay for lodging and mileage when the University moves a new or transferred employee. The employee claims reimbursement for lodging and mileage expenses by submitting a Travel Expense Voucher to Travel Services. See 95.20.

Mileage Reimbursement

The employing administrator may authorize reimbursement for mileage expenses related to driving up to two personal motor vehicles from the old residence to the new residence. The reimbursement cannot exceed the mileage rate shown in 95.19.

Moving Arrangements

If employee-made arrangements are more expensive than arrangements made through Purchasing Services using state contracts, the employee will be reimbursed at the state contract rate.

Costs Exceeding State Limits

If the employee's moving costs exceed the amount authorized by state limits indicated in this section, the employee pays the difference unless the employing official authorizes payment from a discretionary account. See 70.33 for information about discretionary accounts.

Items Not Supportable By State Accounts

If the employee moves items that are not authorized by state regulations and the associated costs are not payable from state accounts, the employing official may authorize payment from a discretionary account. See 70.33 for information about discretionary accounts.

MOVING HOUSEHOLD GOODS BY COMMON CARRIER

The employing administrator may authorize allowable moving costs subject to the limitations imposed by state regulations and University policy. Each specific service listed below must be authorized or it will not be allowed. Purchasing Services does not make assumptions.

Weight and Dollar Amount

The cost of moving 16,000 pounds of household goods is the state maximum allowed weight. The employing administrator may designate a lesser poundage amount or a specific dollar amount. If a specific dollar amount is used, the authorization to the moving employee should specify that the state will pay the dollar amount or for 16,000 pounds, whichever is less.

Packing and Unpacking

The employing administrator may authorize a reasonable allowance for packing and unpacking.

Storage

The employing department may authorize up to 90 calendar days of storage. Storage may be paid at point of origin, destination point of the move, or both, but may not exceed a total of 90 days.

Insurance

Insurance or transit protection cost is authorized for up to a state maximum of $100,000 per interstate and/or international move under state-provided insurance. Insurance or transit protection cost is authorized for up to a state maximum of $75,000 per intrastate move, i.e., within a single state, under state-provided insurance.

Coverage in excess of $100,000 may be secured at the employee's expense from the employee's insurance company. (SAAM 60.20.10(a)(4))

Appliance Hookups

Charges by the common carrier for appliance disconnections and hookups may be authorized.

Splits

A split refers to picking up or delivering goods at two locations. The employing department may authorize either a split pickup or a split delivery. A split pickup/delivery must occur within 35 miles of either the origin or destination.

Excluded Items/Services

Items or services excluded from the allowable moving costs are listed below. The employing administrator may not authorize payment from state funds for these items or services.

Airplanes, animals, ammunitions, automobiles, boats, building materials, canoes, excessive hobby materials, explosives, farming equipment, fuel, items of high intrinsic value, mobile homes, motorcycles, perishable foodstuffs.

Storage of goods beyond 180 days. The employee is responsible for all costs associated with permanent storage.

Costs for a secondary shipment. This is a stop beyond a 35-mile radius of origin or destination.

Penalties imposed by a carrier as a result of the employee's negligence.

Costs for damaged or lost items when the claim is filed after 90 calendar days from receipt or partial receipt of household goods.

Third party labor costs for dismantling swing sets, storage sheds, or similar items.

Maid service or other third-party convenience or services of a similar nature.

Any reimbursement or payment for shipment of household goods before the employee is hired by the University.

USING RENTAL EQUIPMENT TO MOVE HOUSEHOLD GOODS

The employing administrator may authorize a new or transferring employee to move household goods in rental equipment. The expense may not exceed the cost of moving a state maximum of 16,000 pounds of household goods between the same origin and destination by a state-contracted carrier.

The authorizing Departmental Requisition must specify each included service, e.g., rental charges, mileage, and/or insurance. Purchasing Services does not make assumptions. Only specified services are purchased.

Rental Charges

If the cost for a truck or trailer is estimated to be less than $8,000, competitive bids are not required. The employee may select the rental unit, pay the rental, and submit the receipt for reimbursement.

If the truck or trailer rental cost is estimated to be greater than $8,000, the employee must obtain three competitive bids provided there are three firms willing to bid. The employee must select the lowest bid unless he or she provides a valid written reason not to use that firm. The employee submits copies of the bids to Purchasing Services when reimbursement is requested. (See below for reimbursement procedures.)

Mileage Allowance

Mileage allowance for towing a rental trailer with a private vehicle may be paid at the standard mileage rate. See 95.19.

Packing

Third-party labor costs for packing and unpacking or loading may be authorized.

An employee is not reimbursed for labor associated with his or her household relocation.

Insurance

The state does not purchase transit insurance; however, the employee may secure and be reimbursed for transit insurance up to a maximum coverage of $100,000 for interstate and international moves and $75,000 maximum for intrastate moves.

MOBILE HOME MOVES

The employing administrator may authorize a mobile home move. The reimbursement is limited to the cost of moving the state maximum of 16,000 pounds of household goods between the same origin and destination points by a common carrier. Estimates of costs may be obtained from a local moving company or the State Traffic Manager.

Allowable Expenses

Allowable moving expenses may be paid for a mobile home that is the primary residence of the employee, provided the move is not within the same metropolitan area. Each category of expense must be authorized on the Departmental Requisition. Purchasing Services does not make assumptions. Only specified services are purchased.

Allowable moving costs may include the cost of having the mobile home moved by a professional mover or a combination of costs resulting from moving household goods by common or other carrier and moving the mobile home by professional mover.

Allowable costs may also include packing the contents of the mobile home and normal preparation of the mobile home for over-the-road movement including unblocking, blocking, and leveling.

The state does not purchase transit insurance; however, the employee may secure and be reimbursed for transit insurance up to a maximum coverage of $100,000.

Excluded Items

The costs of the following items are not allowed:

Wrecker services necessary to place the unit in position for over-the-road movement.

Tire failure.

Temporary carriage or the installation of a removable undercarriage.

Removal or installation of porches, decks, steps, railings and fences.

Movement or replacement of outside fuel tanks.

Any costs incurred to bring the mobile home up to safety requirements for over-the-road movement.

Penalties imposed by the mover as a result of negligence by the employee.

PROCESSING A REQUEST FOR MOVING EXPENSES

Employing Department

All Employees

The department prepares a Departmental Requisition including the name, address, telephone number, and title of the new employee. The Departmental Requisition specifies which moving services are authorized.

The department routes the requisition to the dean or equivalent administrative officer for approval.

After approval, the department sends the requisition to Purchasing Services.

Faculty

In addition to the above requisition, documentation for faculty relocation expenses includes the following:

The offering letter to a faculty candidate from the Provost's Office mentions the relocation costs if the costs are a part of the offer. See 60.11.

The personnel action appointing the candidate includes a statement in the remarks section which authorizes relocation expenses. See 60.25.

Professional Equipment

A separate Departmental Requisition is required to move professional equipment such as laboratory or special equipment or professional books which are not a part of the employee's personal household goods. If the equipment ownership transfers to WSU, contact Property Inventory, Controller's Office, to add the equipment to WSU's inventory. See also 20.50.

Relocation Package

Upon receipt of an approved Departmental Requisition, Purchasing Services sends a relocation package to the employee or prospective employee that includes:

A copy of Moving Expenses Regulations and Guide.

A Relocation Authorization form (State Form A33).

A transmittal letter instructing the employee to sign and return the Relocation Authorization form.

The employee indicates who will coordinate the move, i.e., the employee or the state.

Request Processing

If the employee elects to have the state coordinate the move, Purchasing Services processes the move using a state contract. Purchasing Services retains a copy of the Relocation Authorization form.

Purchasing Services sends the original Relocation Authorization form and a copy of the Departmental Requisition to Accounts Payable, Controller's Office.

Payment Procedures for State Contract Moves

The vendor routes an invoice for moving costs to Purchasing Services. Purchasing Services routes a copy of the WSU Purchase Order and the vendor's invoice to Accounts Payable.

Accounts Payable reviews the Relocation Authorization. If the authorization was for the same amount or more, the vendor is paid.

If the authorization is for less than the invoice, the employee is liable for the difference. The employee authorizes a payroll deduction to withhold the total amount of the employee's share of moving costs by signing the Relocation Authorization form. (NOTE: State policy does not permit monthly payroll deductions for these expenses.)

Accounts Payable pays the entire bill and notifies the employee's department of the amount to be paid by the employee within 30 days.

If the employee fails to reimburse the University within 30 days, the employee's signature on the Relocation Authorization form provides the University with the authority to withhold the total amount due from the employee through payroll deduction.

Payment Procedures for Employee-Arranged Moves

After the employee directly pays the selected carrier or rental vehicle company, he or she requests reimbursement from the University.

The employing department completes a State of Washington Invoice Voucher. (See 30.45.) The Invoice Voucher itemizes all expenses and includes the signature of the responsible expenditure authority and the claimant.

The department submits to Purchasing Services documentation relating to the move with the completed and approved Invoice Voucher. If the costs exceed $8,000 either for rental equipment or common carrier, three bids must be submitted with the documentation.

Common Carrier

If the employee hired a carrier directly, the documents submitted with proof of payment include the bill of lading, inventory sheets, accessorial charges, and certified weight scale tickets.

Rental Equipment

If the employee rented equipment for the move, the employee submits documentation which may include (but is not necessarily limited to) fuel receipts, purchased packing material, rented equipment receipts, invoicing for labor costs to pack and load or unpack and unload, and proof of payment.

Approval by Traffic Manager

If the relocation costs exceed $8,000, Purchasing Services submits the Relocation Authorization, the Invoice Voucher, and any related information to the Traffic Manager, State Division of Purchasing.

After the State Traffic Manager approves the costs, Purchasing Services routes a copy of the WSU Purchase Order, the vendor's invoice and the employee's Invoice Voucher to Accounts Payable.

Payment

If the amount is equal to or less than the amount authorized, Accounts Payable reimburses the employee.

If the amount is greater than the amount authorized, Accounts Payable reimburses the employee for the amount that was authorized and approved by the State Traffic Manager.

CLAIMS PROCEDURES

Any claim for loss or damage must be negotiated directly between employee, mover, and/or the insurance provider. The University assists the employee and the carrier in resolving disputes.

To report the damage or loss of goods moved by common carrier with a state-contracted mover, the employee contacts the carrier company. The carrier company provides a claim form to the employee. The employee completes the claim form, returning the original to the carrier, and sending a copy to the Office of State Procurement.

REPAYING MOVING COSTS

If a new employee terminates or causes termination of his/her employment with WSU within one year of the date of employment, the University is entitled to reimbursement for moving costs paid by the University. The University may withhold the amount of the moving costs paid by the University from any amounts due the employee. (RCW 43.03.120, SAAM 60.10.30(c))

To withhold moving expenses from the final paycheck, the department enters an explanation and the deduction amount on the separation Personnel Action Form. The department also routes a memorandum to the Director of Payroll Services, providing an explanation and requesting the deduction. Route this memorandum at least three weeks prior to the final pay date.

95.20_Travel_Expense_Voucher.htm

Posted in:TRAVEL

version 0 ([revision_count] revisions)

Posted on January 06,2014 by jeremy.bass

PURPOSE OF THE TEV

Prepare a Travel Expense Voucher (TEV) to claim reimbursement for travel expenses, to report and account for travel advances, to authorize travel expenditures, and to account for travel supported by third parties. This document becomes the authority for the University to reimburse the traveler and debit the budget charged for the travel. It is also the official record of travel and expenses.

When to Complete a TEV

Complete a Travel Expense Voucher to:

Account for a single trip, or

Account for a month's travel if a traveler makes multiple trips

Seek reimbursement before a trip for airline tickets.

The Travel Expense Voucher (TEV) is intended for reimbursement of travel-related expenses. Use other procedures to claim reimbursement for nontravel expenses incurred at the official station.

SUPPLIES OF THE TEV

The following versions of the Travel Expense Voucher form are available:

Electronic form (e-form) version. To access the e-form version TEV, go to the PR&F WSU E-Forms website at:

http://public.wsu.edu/~forms/eforms.html

Automated PDF version. Complete and/or print the form master on page 95.20.23-24.

Automated FileMaker Pro version. To obtain the FileMaker Pro version, go to the PR&F FileMaker Forms website at:

http://public.wsu.edu/~forms/fm.html

ROUTING

Electronic Submittal

Electronically approve and submit an e-form version TEV to the Travel Services mailbox within the WSU E-Forms System.

In-progress and finalized e-forms are retained within the WSU E-Forms System. The department may print a PDF copy of an e-form, as needed at any point in the process.

Receipts

All receipts and documentation associated with an e-form version TEV must be scanned and submitted as e-form attachments. If a scanner is not available, the department must print and submit a paper version TEV with the documentation attached. See below. (See also below regarding records retention requirements.)

Paper Submittal

Complete and print the TEV. Obtain written signatures on the paper form. Submit the approved original to Travel Services in French Administration 240, mail code 1025.

Attach any applicable documentation and original receipts.

The department retains a copy as a control copy.

DEADLINES

Submittal

When seeking reimbursement for travel expenses or accounting for a travel advance, submit the Travel Expense Voucher by the tenth day of the month after conclusion of travel. (SAAM 10.80.60)

Returning Advances

Any unexpended portion of a travel advance must be returned to WSU at the close of the authorized travel period. (SAAM 10.80.60)

A University employee who does not repay an advance is considered to be in default. The University may withhold amounts due from the employee's salary or wages. (SAAM 10.80.60)

Close of Fiscal Year

All outstanding Travel Expense Vouchers which claim reimbursement or account for travel advances from state accounts must be submitted to Travel Services by the third working day of July.

COMPLETING THE TEV

Electronically submit the Travel Expense Voucher using the authorized electronic approval process or print the completed form and sign it in ink.

Refer to the following for completion instructions for each TEV section. The reference numbers on the samples below correspond to numbered instructions. See below for completed examples.

Claimant, Name, Title, Mailing Address (1)

Include the traveler's name (last name, first name), title, and mailing address. The mailing address should correspond to the home address recorded in the University's computer address database. Refer to the PAPR online application to verify addresses. See 85.37 for more information about administrative computer applications.

Do not use a department address.

Purpose of Trip(s) (2)

Indicate the purpose or accomplishments of the trip in sufficient detail to verify that the travel was essential to carry out the necessary work of the University.

WSU ID or Social Security No. (3)

Enter the WSU ID Number for a WSU traveler. Enter social security number for a non-WSU traveler. Make sure that the number is correct and accurately entered. Entering an incorrect number can delay the traveler's reimbursement payment.

Start Date of Trip (4)

Indicate the start date of the travel (in MM/DD/YYYY format).

Official Station (5)

Indicate the traveler's official work station. See 95.01.

Official Residence (6)

Indicate the traveler's official residence. See 95.01.

Preparer's Name (7)

Enter the name of the individual who prepared the TEV.

Preparer's Phone (8)

Enter the University telephone number of the individual who prepared the TEV.

Preparer's E-Mail (9)

Enter the electronic mail address of the individual who prepared the TEV.

Mail Code (10)

Enter the mail code of the department initiating the TEV.

TA Number (11)

The department may leave the block blank or enter a departmental reference number. This number will appear as the reference number on the Budget Statement and the online Account Balances/Detail Application.

Non-US Citizens (12)

Check if the claimant is not a citizen of the United States. Enter the appropriate visa type or immigration status if no visa has been issued. See 60.05 for immigration codes (visa types).

The department must submit a copy of a foreign visitor's immigration documentation showing the immigration status with the TEV to Travel Services.

NOTE: To electronically submit a TEV, the department must scan and attach the immigration documentation within the WSU E-Forms System. If a scanner is not available, the department must print and submit a paper TEV with the documentation attached.

Trip Information (13)

Complete all columns.

Enter the time of departure and arrival, rounded to the nearest hour. Designate "a.m." or "p.m." as appropriate.

When leave of any kind is taken while in travel status, the exact hour of departure and return to duty must be shown on the voucher. Travel reimbursement is not allowed for absence periods. Transportation to and from the duty station in such cases is not allowed. See also 95.17 and 95.18.

Food and Lodging (14)

See also 95.06. See 95.19 for rates.

Meals

Enter the location (city) and appropriate rate for each meal obtained while on travel status. Meal reimbursement cannot exceed maximum meal rates for the location.

Meal Costs Not Exceeding Allowable Rates Included in Conference Registration Fee

If a conference registration fee includes the cost of meals which do not exceed the allowable meal rates for the area, clearly indicate which meals are included. Enter "*inc/reg" under Location and "*Meals included in conference registration." under Travel Details.

Conference Meal Costs Exceed Allowable Meal Rates

If the cost of meals as itemized in the conference literature exceeds the allowable meals rates for the area (see 95.19), the traveler pays the difference between the itemized meal cost and the allowable meal rate (SAAM 10.10.15).

In this case, enter the location (city) and appropriate rate for each meal under Location. Enter "*Meals included in conference registration." under Travel Details. Enter the difference between the two amounts as a negative number (e.g., -10.00) paid to the conference administrator under Other Expenses. Attach a copy of the itemized meal costs with the submitted TEV.

Lodging

Enter the actual cost of lodging or the allowable rate, whichever is less, under Room. Reimbursement may not exceed the established maximum rate for the location. See 95.19 for lodging rates.

Attach lodging receipts to the TEV. See also "Receipts" above.

If a conference registration fee includes the costs of meals and lodging do not itemize the costs of meals and lodging in the voucher. Clearly indicate that meals and lodging are included in the registration fee.

Automobile (15)

See also 95.11. Apply the private vehicle mileage rate shown in 95.19. (The electronic version TEV should provide the correct rate.)

Determine point-to-point in-state mileage using actual odometer readings or by referring to the mileage chart the highway mileage chart on the Washington State Department of Transportation's Mileage Chart website, at:

http://www.wsdot.wa.gov/Publications/HighwayMap/Mileage/default.htm

Use a standard highway map or guide or odometer readings to determine point-to-point out-of-state mileage.

Use the automobile odometer to determine vicinity mileage.

NOTE: If odometer readings are used for all distances it is not necessary to enter separate figures for point-to-point and vicinity mileage. Enter a total daily mileages under Point-to-Point.

Lodging Exception (16)

Check the box and select the appropriate rule to authorize payment of more than the standard allowable lodging rate in accordance with the procedure in 95.06 and indicate the exception rule.

Travel Details (17)

When two or more travelers ride in one car and/or stay in the same room, each traveler must indicate the name(s) of the other employees.

If actual odometer readings are used to determine private vehicle mileage (rather than maps or guides), so indicate.

Enter an explanation under Travel Details when justifying an unusual travel expenditure or requesting an exception to usual University policy.

Other Expenses (18)

See also 95.08.

Itemize incurred miscellaneous expenses in this section.

Receipts

Attach required scanned or paper original receipts to the Travel Expense Voucher. See also "Receipts" above.

Lodging

Scanned or paper original receipts are required for lodging expenditures.

Miscellaneous

Scanned or paper original receipts are required for the following types of miscellaneous expenditures.

Transportation when a CTA or TR is not used. Submit tickets or stubs as well as receipts.

Rental car when a WSU rental car credit card is not used.

Conference registration when paid by the traveler.

Rental space for a travel trailer or camper.

Laundry and/or dry cleaning.

Motor Pool car expenses.

Rental car gasoline receipts exceeding $50 paid by the traveler.

Miscellaneous travel-related expenses exceeding $50 paid by the traveler.

NOTE: Do not request reimbursement on a Travel Expense Voucher for supply purchases exceeding $50 plus applicable tax. Use standard purchasing procedures to purchase such items (see Chapter 70).

Lost, Misplaced, Missing, or Inadequate Receipts

If a receipt is unavailable, lost, or inadequate the traveler must submit a completed and signed Receipt Affidavit to Travel Services. After verification, Travel Services may approve reimbursement on an exception basis. Make copies of the master form on 95.20.22 to obtain supplies of the affidavit form.

NOTE: To electronically submit a TEV, the department must scan and attach the completed Receipt Affadavit form within the WSU E-Forms System. If a scanner is not available, the department must print and submit a paper TEV with the applicable affadivit attached.

Total Travel Expense (19)

Indicate the amount of the total travel expense.

Reimbursement Limit (20)

If total reimbursement is to be limited to a specific amount, indicate that figure in this block. This figure must have been indicated on a Travel Authority issued prior to travel.

Less Travel Advance (21)

Enter the amount and Payment Request Number of any travel advance associated with this travel. NOTE: Payment Request Number is referred to as Document No. on monthly statements and in the AIS application BALANCES for departments.

Due WSU (22)

If the travel advance amount exceeds Total Travel Expense (or the reimbursement limit if applicable), enter the amount due WSU. Staple a check from the traveler to the TEV. The check is to be payable to WSU. Travel Services does not accept cash.

Amount Due Claimant (23)

If the travel advance is less than Total Travel Expense (or the reimbursement limit if applicable), enter the amount due the claimant.

Account Code (24)

Enter the complete account coding for the account(s) which will assume the indicated expenditures. Do not enter the total amount. The total amount will be distributed to the appropriate subobjects by Travel Services.

If more than one account supports the travel, indicate the amount to be charged to each account.

60.05_Employing_Non-U.S._Citizens.htm

Posted in:PERSONNEL

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Posted on January 06,2014 by jeremy.bass

IMMIGRATION STATUS

U. S. Citizenship and Immigration Services (USCIS) assigns an immigration status to each alien residing in the United States.

Except for permanent residents/immigrants, most aliens who have employment authorization may be employed on a temporary basis only.

ASSISTANCE

Contact the Office of International Programs (IP) prior to employing an alien.

IP evaluates the alien's circumstance to determine any employment restrictions or resolve employment questions prior to WSU employment.

IP and hiring departments jointly complete the U.S. Citizenship and Immigration Services (USCIS) forms and, if applicable, U.S. Department of Labor (DOL) and U.S. Department of State (DOS) application materials.

IP signs USCIS, DOL, and DOS forms regarding nonimmigrant employment on behalf of WSU. Processing Employment Eligibility Verification (I-9) forms is an exception (see 60.04).

FOREIGN WORKER DISCLOSURE STATEMENT

The University must provide a disclosure statement regarding the statutory protection against human trafficking to each worker who is a non-U.S. citizen and who comes to the state of Washington based upon an offer of employment. (RCW 19.320.020)

Procedure

If a new employee provides documentation of non-U.S. citizenship when he or she completes the I-9 form (see 60.04), the department must provide a Foreign Worker Disclosure Form to the employee. To obtain copies of the form, go to the Human Resource Services website at:

http://hrs.wsu.edu/fwds

Contact HRS for assistance if the new employee is not fluent or literate in the English language.

The new employee signs the form. The department provides the original signed form to the employee and maintains a copy in the department personnel file.

IMMIGRATION CODES

Following is a list of immigration status codes and general restrictions on employment. Departments enter the following codes on personnel actions processed through the online Personnel/Position/Payroll Electronic Routing Management System (PERMS) (see 60.25) and the Temporary Employment System (TEMPS) (see 60.27).

IM: Permanent Resident/Immigrant

WSU may employ a permanent resident/immigrant on a permanent or temporary basis.

B-1: Visitor for Business

Under this category, individuals are not eligible for employment.

B-2: Visitor for Pleasure

Under this category, individuals are not eligible for employment.

E-3: Temporary Australian Worker in Specialty Occupation

To be employed by WSU, the alien must have an unexpired employer-specific form I-94 indicating E-3 status.

E-3D: Spouse or Child of Temporary Australian Specialty Worker

To be eligible for WSU employment, the alien must have an unexpired Employment Authorization Document issued by USCIS.

F-1: Student

WSU may employ an international student who is authorized to attend WSU and is otherwise in lawful F-1 status.

Hours of employment may not exceed 20 hours per week while school is in session. During vacation periods, employment can be full-time.

Employment of a foreign student must not displace a U.S. worker. This rule does not apply to a teaching or research assistant.

F-1: With Optional Practical Training

WSU may employ an F-1 student who has an unexpired Employment Authorization Document issued by USCIS under the Optional Practical Training program. Employment must be related to the student's major field of study.

The student must be otherwise in lawful F-1 status.

F-1: With Curricular Practical Training

WSU may employ an F-1 student who has been authorized for Curricular Practical Training as indicated on a Form I-20 by the Designated School Official. Employment must be related to the student's major field of study.

The student must be otherwise in lawful F-1 status.

F-2: Spouse and Children of F-1 Student

Under this category, individuals are not eligible for employment.

H-1B: Alien Who Will Perform Services in a Specialty Occupation

USCIS must approve an H-1B employer-specific petition for WSU and grant an alien H-1B status prior to WSU employment. Employment is permitted only during the period indicated by the authorized dates in the approved petition.

H-4: Spouse and Children of H-1B Alien

Under this category, individuals are not eligible for employment.

J-1: Exchange Visitor--Research Scholar/Professor/Short-Term Scholar/Specialist/Student Intern

WSU may employ a J-1 exchange visitor in one of these subcategories. To be eligible for WSU employment, the alien must have an unexpired Certificate of Eligibility for Exchange Visitor (J-1) Status/DS-2019 form issued by the WSU Office of International Progams (IP). An alien presenting a DS-2019 form issued by another institution must also present a letter signed by the Responsible Officer/Alternate Responsible Officer from that institution specifically authorizing the alien to be employed at WSU.

J-1: Exchange Visitor--Student

WSU may employ a J-1 student who is authorized to attend WSU and has obtained a work authorization from the Responsible/ Alternate Officer of the Exchange Visitor Program.

Hours of employment may not exceed 20 hours per week while school is in session. During vacation periods, employment can be full-time.

The student must be otherwise in lawful J-1 status.

J-1: Exchange Visitor--Student With Academic Training

WSU can employ a J-1 student who has been authorized for Academic Training as indicated on a DS-2019 by the Responsible/Alternate Officer of the Exchange Visitor Program. The employment must be related to the student's major field of study.

The student must be otherwise in lawful J-1 status.

J-2: Spouse and Children of J-1 Alien

To be eligible for WSU employment, the alien must have an unexpired Employment Authorization Document issued by USCIS.

K-1: Fiance or Fiancee of a U.S. Citizen

The alien must have an unexpired Employment Authorization Document issued by USCIS.

K-3: Spouse of a U.S. Citizen

The alien must have an unexpired Employment Authorization Document issued by USCIS.

O-1: Alien of Extraordinary Ability

USCIS must approve an employer-specific petition for WSU prior to WSU employment. Employment is permitted only during the period indicated by the authorized dates in the approved petition.

O-3: Spouse or Children of O-1 Alien

Under this category, individuals are not eligible for employment.

TN: NAFTA Professional, Mexican National / Canadian National

To be employed by WSU, the alien must have an unexpired employer-specific form I-94 indicating TN status.

TD: Spouse and Children of TN-1 or TN-2 Alien

Under this category, individuals are not eligible for employment.

TR: Temporary Resident (Pending I-485 Permanent Residency Application)

To be eligible for WSU employment, the alien must have an unexpired Employment Authorization Document issued by USCIS.

70.09_Expenditure_Objects_and_Subobjects.htm

Posted in:PURCHASING

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Posted on January 06,2014 by jeremy.bass

ENTER CODING

Departments are responsible for including object and subobject with the account coding on expenditure documents, e.g., IRI, Departmental Requisition, Departmental Purchase Order, State of Washington Invoice Voucher.

After the Controller's Office has processed an expenditure, it is displayed on the Budget Statement and the online Account Balances/Detail Application by object and subobject. See 30.07 and 30.06.

OBJECT

The object identifies a basic expenditure type. Objects are identified as follows:

Obj

Expenditure Type

Definition

00 Salaries Salaries are amounts paid to individuals rendering services as employees under regular full- or part-time appointments.

01 Wages Wages are amounts paid to individuals who render services as employees and who do not hold regular full- or part-time appointments. Basis of pay is usually hourly or piecework effected by means of temporary employment.

02 Personal Services Contract A personal services contract is an agreement with an independent contractor for the rendering of personal services to the University. See 70.50.

03 Goods and Services Goods and services include the following:

Purchases of services rendered to the University under express or implied contract (except object 02), typically consisting of both labor and materials.

Purchases of commodities ordinarily consumed or expended within one year.

Equipment items with a unit cost of less than $5000, regardless of funding source other than those required as object 16. See below.

For assistance with goods and services object coding see also the tables below.

04 Travel Travel costs are:

The cost of contractual services in connection with carrying persons from place to place;

Furnishing of accommodations incident to actual travel; and

Other expenses necessitated by travel.

The definition of travel costs excludes operating and maintenance costs of Motor Pool.

05 Computer Services Computer services are charges by Information Services (IS) for:

Mainframe computer usage;

Data storage;

Teleprocessing line charges;

Data preparation; and

Bursting and decollating reports.

Some computing services are merely pass-through charges for ITS and are charged to object 03. These include education and training, systems analysis, programming. and scanning.

06 Equipment--Capitalized Capitalized equipment consists of movable items which have all of the following characteristics:

A life expectancy of one year or more;

A first cost or initial value of $5000 or more, regardless of funding source; and

An identity which does not change with use.

For assistance with goods and services object coding see also the tables below.

Included In addition to the above characteristics, the definition of capitalized equipment includes the following:

Fabricated materials for equipment if the items meet the criteria indicated above.

Accessories or attachments are equipment if the original item was considered equipment and if the attachments or accessories are not replacements for worn out or damaged parts and can only be used with that piece of equipment.

Excluded The definition of capitalized equipment excludes the following:

Replacement parts;

Glass or rubber products;

Rented equipment (unless purchased under lease purchase contract);

Animals (except breeding stock).

07 Employee Benefits Employee benefits are contributions to and expenses of:

Retirement plans;

Pensions;

Health insurance plans;

Medical aid;

Other insurance; and

Other allowances and benefits in addition to or in lieu of regular salary payments.

The employee benefits object code excludes costs paid by employee.

08 Grants and Subsidies Grants and subsidies are amounts expended for subsidies to individuals, e.g., scholarships and fellowships, prizes and awards, room and board, loans, and stipends.

11 Telephone Equipment Rental Telephone equipment rental expenses are payments for the installation and rental of telephone systems, switchboards, and accessories.

13 Facilities and Administrative Costs Facilities and administrative costs are amounts charged to accounts (normally in programs 11-14 inclusive) representing general University overhead applicable to the conduct of activity recorded in the account.

15 Merchandise for Resale Merchandise for resale costs are amounts expended for the acquisition of merchandise purchased for resale, including purchase costs, freight-in costs, and inventory adjustments less returns and discounts.

The merchandise for resale object code is to be used only for proprietary funds (4XX, 5XX series). For all other funds, departments must use the object-subobject code 03-BM (supplies for resale).

16 Equipment--Noncapitalized Noncapitalized equipment consists of assets that do not meet the University's capitalization policy but are subject to special property control:

Laptop computers, weapons, or licensed vehicles, regardless of funding source;

A life expectancy of one year or more;

A first cost or initial value of less than $5000;

An identity which does not change with use.

For assistance with goods and services object coding see also below.

18 Prior Year Carry Forward This object code is used as an offset when allocating prior year balance-forward accounts (object 19) to operating budgets in the current year budget.

19 Prior Year Balance Forward This object code is used to bring forward the net balance from a prior fiscal year.

STATE FUNDS AND
OTHER FUNDS NOT SUPPORTED BY GRANTS AND CONTRACTS
Object Codes for Goods, Services, and Equipment

Select
Object #

Item Description

Cost

03

Consumables, parts for inventoried equipment, services

any amount

03

Software licensed for one year or less

any amount

03

Software licensed for more than one year

less than $5000

03

Equipment (except for laptop computers, weapons, licensed vehicles)

less than $5000

06

Equipment, regardless of funding source

more than $5000

06

Software licensed for more than one year

more than $5000

16

Laptop computers, weapons, licensed vehicles

less than $5000

GRANT AND/OR CONTRACT FUNDS
Object Codes for Goods, Services, and Equipment

Select
Object #

Item Description

Cost

Remarks

03

Consumables, parts for inventoried equipment, services

any amount

03

Software licensed for one year or less

any amount

03

Software licensed for more than one year

less than $5000

03

Equipment

less than $5000

06

Software licensed for more than one year

more than $5000

06

Equipment, regardless of funding source

more than $5000

16

Laptop computers, weapons, licensed vehicles

less than $5000

16

Software licensed for more than one year

less than $5000

16

Equipment

less than $5000

Other Objects

Other objects not commonly used by departments are not listed. Contact the Controller's Office for a complete listing or refer to the Account Detail/Balances application under "Code Titles."

Account Detail/Balances is an Administrative Information Systems (AIS) application. See 85.33 for procedures to obtain approval to view the Account Detail/Balances application.

SUBOBJECTS

The subobject identifies the nature of a specific object expenditure. For a complete list of valid subobjects, refer to the Purchasing Services Object-Subobject website at:

http://purchasing.wsu.edu/object-subobjectcoding.html

Or the online Account Balances/Detail application. See 85.33.

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OVERVIEW

Personal services are professional or technical services provided by a contract consultant to accomplish a specific study, project, task, or other work statement. Contractors who provide personal services serve the University as objective advisers by rendering professional opinions, judgments, or recommendations.

Personal services:

Are generally infrequent functions of a professional or technical nature;

Often assist the University with setting policy and/or making decisions;

May range from fairly simple projects, such as graphic design, to complex consulting engagements resulting in development of complex computer systems.

Contractor's Services

A contract consultant's services may include:

Offering advice based on specialized knowledge, skills and experience;

Conducting studies;

Analyzing and evaluating technical issues; and/or

Providing advice and training to improve managerial and administrative operations.

Independent contractors performing services for the University have occupations such as accounting, marketing, finance, engineering, architecture, legal services, auditing, organizational development, management services, medical and health services, strategic planning, research, and environmental technology.

Statutes/Regulations

WSU employees involved in obtaining personal services from independent contractors are to comply with the applicable laws. (RCW 39.29)

WSU employees who violate applicable regulations and statutes may be subject to civil penalties of $300. Contractors who knowingly violate regulations and applicable statutes may also be subject to civil penalties. (RCW 39.29)

University Procedures

Departments are to follow the procedures in this section (70.50) to establish contracts for personal services. This section provides instructions for departmental interaction with Purchasing Services. Purchasing Services is responsible for ensuring that the University complies with complex state requirements regarding personal services contracts.

Contact Purchasing Services for assistance.

Applicability

The policies and procedures in this section (70.50) apply to all personal services contracts and amendments regardless of funding source. The only exceptions are for contracts supported by accounts in program 17C (agency accounts).

Employee or Contractor?

Refer to 60.01 for guidelines for determining whether the personal service should be provided by a University employee or an independent contractor.

Employees

WSU does not issue personal services contracts to WSU employees. When these services are provided by a WSU employee, WSU considers the duties a part of the employee's assignment or additional duties that may result in extra compensation. See 60.01 for more information.

Retired WSU Employees

Normally, WSU does not enter into personal services contracts with retired WSU employees.

Payments for services may affect WSU retirement supplement amounts depending upon the criteria specified by the WSU retirement system rules.

WSU may not use a personal service contract to employ a retired person to perform the same or similar duties the employee performed for WSU as an employee. The retired contractor's assignment must have the same characteristics as others in similar services contracts.

Types of Contractors

Consultants

A contract consultant may provide an independent, unbiased perspective on a problem. University administrators may find value in the service of a firm or individual who is not influenced by internal factors and who may contribute a fresh viewpoint.

The University does not have direct supervisory or managerial control over the day-to-day activities of a consultant providing a service. The consultant's contract includes a specified deadline. The consultant does not have the authority to decide, command, or control University affairs.

Process payments for such consultants in accordance with this section (70.50).

Speakers and Conference Presenters

Speakers and conference presenters are also independent contractors and their fees and expenses may be processed as personal services contracts, depending upon the nature of their services. NOTE: If an individual teaches a class for which the University provides the facility, supplies, and directs the results of the class, the person is considered to be an instructor (employee), and not a speaker (independent contractor). See 60.01.

Less Than $10,000, Includes Travel

If a speaker's or participant's fee is less than $10,000 and includes travel expenses, complete a Travel Authority to obtain approval to pay for services. See 95.25 for procedures on completing the Travel Authority and Travel Expense voucher.

Less Than $10,000, No Travel

If the speaker fee is less than $10,000 and does not include travel expenses, complete a State of Washington Invoice Voucher to request payment of the fee. See 95.25 for procedures.

More Than $10,000

If the speaker fee is $10,000 or more, complete a Departmental Requisition as indicated below and forward it to Purchasing Services.

EVALUATION

Departmental Personnel

Prior to any contact with a prospective contractor, departmental personnel are to carefully consider the project. Considerations might include the nature of the problem, the source and availability of funds, the scope of the services desired, and the type and extent of the preliminary information to be shared with prospective contractors.

Grants and Contracts

If sponsored funds are to be used, departmental personnel are to review the grant or contract to be sure the service is allowed.

Purchasing Services

Purchasing Services reviews requests for independent contractors to determine whether the duties are appropriate for an independent contract or for WSU employment.

Purchasing Services contacts the prospective independent contractors, completes negotiations, and reviews and approves contracts and files documentation with OFM when applicable.

Competition

Purchasing Services coordinates solicitation to guarantee competition. State laws emphasize solicitation from a number of qualified contractors for any contract of $10,000 and over.

Competitive Bids

Purchasing Services identifies the kinds of services for which competitive bidding is required. The bidding procedures provide an equal opportunity to qualified parties, culminating in the selection of a contractor. Selection criteria may include the consultant's fee, ability, capacity, experience, reputation, responsiveness to time limitations, responsiveness to solicitation requirements, quality of previous performance, and compliance with statutes and rules relating to contracts or services.

Evaluating Contractors

Purchasing Services requests a departmental recommendation after a competitive process.

Purchase Order

For contracts less than $10,000, Purchasing Services may issue a Purchase Order. In some circumstances, Purchasing Services may ask the department to prepare a contract, depending on the complexity of the project.

REQUIREMENTS

Competitive Bidding

Purchasing Services is required to seek competitive bids for all personal services contracts except:

Sole source contracts and amendments,

Emergency contracts and amendments,

Expert witness contracts and amendments, and

Contracts for less than $10,000 (unless the contracts with a single contractor cumulatively equal or exceed $10,000 in a fiscal year).

Certain other contract types specified in SAAM 15.10.20.

Sole Source

The nature of the required service may restrict the selection to one person or company. Sole source requests require substantial justification. See below under "Departmental Requisition."

Filing with OFM

The Office of Financial Management (OFM) reviews and/or approves personal services contracts for all state agencies. Purchasing Services completes the Personal Services Contract filing with OFM and includes copies of the contract and documentation. For further information, refer to the OFM Personal Services Contracts Database website at:

http://www.ofm.wa.gov/

Select Contracts-->Personal Service Contracting.

OFM Filing Requirements

Institutions of higher education file with OFM only those personal service contracts or amendments that are "state funded" in whole or in part, and meet applicable filing dollar thresholds. (SAAM 15.30.15.g)

The University files sole source contracts and amendments when at least $10,000 or more in state funds are included.

The University files competitive contracts and amendments when at least $100,000 or more in state funds are included.

Filing Deadlines

Discuss filing deadlines with Purchasing Services well in advance of the contract start date in order to assure that state requirements are met. Two of the more common deadlines are provided below.

Sole Source Contracts

Sole source personal services contracts supported by state funds for $10,000 or more must be filed with OFM at least ten working days prior to the anticipated start of the contract. NOTE: In order to meet this deadline, Purchasing Services must receive the documentation at least 30 days prior to the contract starting date.

Emergency/Expert Witness

Emergency personal service contracts and contracts for expert witnesses for purposes of litigation must be filed within three days after the date of execution or the commencement of work (whichever is sooner) if the personal services contract is for $10,000 or more.

Approval by OFM

All sole source personal service contracts with $10,000 or more in state funds must have positive, prior OFM approval.

Competitively awarded personal service contracts with $100,000 or more in state funds must also have prior approval by OFM.

Approvals must be received prior to any commitment to the contractor and prior to the contract start date. Many such contracts require filing with OFM at least ten days prior to the proposed start date. (SAAM 15.30.15.b)

Department Notification

Purchasing Services notifies the department when any necessary OFM approval is received.

Purchasing Approval

Purchasing Services has authority to authorize those contracts that are exempt from OFM filing or OFM approval. OFM may still audit such contracts for compliance with the law.

PROCESSING A CONTRACT

Departmental Requisition

To initiate a personal services contract, the department prepares a Departmental Requisition which includes a brief description of the required services. See the example in the PDF version of 70.50.7. See 70.10 for a complete description of the Departmental Requisition form.

Sole Source

The department may identify a sole source vendor to provide the service. This requires completion of the template available on Purchasing Services website at:

http://purchasing.wsu.edu/

Select Special Types of Purchases, then
Select Personal Services Contracts

Provide the name, income tax address (1099 address), title, social security number (or federal employer ID number), and other information about the firm/person that would assist in evaluating the sole source contractor.

Preparing the Contract

A contract is required if the agreement is for $10,000 or more and may be necessary for agreements of less than $10,000. The department prepares the personal services contract.

Contract Template

A template for personal services contract is located on the Purchasing Services website:

http://purchasing.wsu.edu/

Select Special Types of Purchases, then
Select Personal Services Contracts.

Documentation Checklist

A department completes and sends the following to Purchasing Services to initiate a Personal Services Contract:

Departmental Requisition (see 70.10 and sample in the PDF version of 70.50.7)

Contract

Vendor's quote

Sole source documentation, if applicable

Routing and Approval

The appropriate dean, director, or other principal administrative officer indicates approval of the personal services contract on the Departmental Requisition.

If Purchasing Services has directed the department to complete a contract and/or sole source documentation, route these documents to Purchasing Services with the Departmental Requisition after the principal administrative officer has approved the requisition.

Wait for Approval

The department must wait for notification from Purchasing Services before making a commitment to the contractor.

PAYMENT

The contractor submits an invoice to the WSU Controller. The statement may be on a State of Washington Invoice Voucher (see 30.45) or the contractor's own invoice document. The invoice must include a reference t o the WSU Purchase Order number or the applicable WSU contract number.

Payroll Taxes

WSU does not collect social security taxes, withholding taxes, or any other payroll taxes from payments to independent contractors.

Fringe Benefits

WSU does not provide fringe benefits to individuals providing services via personal service contracts.

Federal Income Tax

If the total amount paid to an individual or a partnership on a personal services contract exceeds $600 within one calendar year, WSU reports the total amount to IRS on form 1099. A copy of the 1099 is sent to the independent contractor.

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EMPLOYEE OR CONTRACTOR

Administrators use the following guidelines when considering whether a service should be provided by an employee or an independent contractor.

Coordinating Offices

Employees

Human Resource Services coordinates employment activities.

Independent Contractors

WSU's Division of Purchasing coordinates activities related to independent contractors.

Both Employees and Independent Contractors

Payroll Services provides assistance in determining proper pay status, as well as the appropriate taxation method for all types of payments.

Types of Payee Relationships

The choice of payee relationship is based upon the right to control the method of work.

Employee

An employee is under the direction and control of the employer. The employer not only controls what is done, but also the method by which it is done.

The employer has the right to discharge or terminate an employee.

See "Determining Payee Status" below for other factors used to determine if an employee/employer relationship exists.

Independent Contractor

An independent contractor:

Controls the means and methods of activities,

Realizes profit or loss from services,

Works for more than one firm at a time,

Makes services available to the general public,

Has a significant investment in tools and materials, and

Furnishes tools and materials for job.

Determining Payee Status

Several factors are used to determine payee status. Among these factors are two relationship tests, the common law test and the ABC test, which focus on the employer's right to control.

For additional information on this topic, see the Payment Decision Tree webpages on the Payroll Services website at:

http://www.wsu.edu/payroll/

The Common Law Test

According to the Common Law Test, an employer/employee relationship exists when the worker is subject to the employer's will and control concerning what needs to be done and how it should be done. The employer must have sufficient control of, or the right to control, the work being done in order to establish an employee/employer relationship. (Sec. 530, 1986 Tax Reform Act)

IRS Factors

According to the Internal Revenue Service (IRS), three categories of facts are considered when determining payee status:

Behavioral control,

Financial control, and

Type of relationship between the parties involved.

(Employer's Supplemental Tax Guide, IRS Publication 15-A)

To view IRS Publication 15-A, go to the IRS website at:

http://www.irs.gov/

Behavioral Control Facts

Behavioral control facts show whether or not the business has the right to direct and control how the worker performs the tasks. These facts include the type and degree of the following:

Instructions the business gives the worker.

Generally, an employee is subject to the business' instructions about when, where, and how to work. The key consideration is whether the business has retained the legal right to control both the results and the method of the work or services.

Training the business gives the worker.

An employee may be trained to perform tasks in a certain manner. An independent contractor usually uses his or her own methods.

Financial Control Facts

Financial control facts show whether or not the business has a right to control the business aspects of the worker's job. These facts include:

Extent to which the worker has unreimbursed business expenses.

Extent of the worker's investment.

Extent to which the worker makes services available to the relevant market.

How the business pays the worker.

Extent to which the worker can realize a profit or loss.

Type of Relationship Facts

Facts that show the type of relationship include:

Written contracts describing the relationship the parties intended to create.

Whether or not the business provides the worker with employee-type benefits, such as insurance, pension plan, vacation pay, or sick pay.

Permanency of the relationship.

Extent to which services performed by the worker are a key aspect of the regular business of the organization.

It is more likely the business will have the right to direct and control the worker's activities if the worker provides services that are a key aspect of regular business activity.

The ABC Test

The ABC Test states that a paid service is employment, unless:

Worker is free from control or direction in the performance of his/her service,

Service is outside the usual course of business and outside the usual place of business, and

Worker is customarily engaged in an independently established trade, occupation, profession, or business.

(Bureau of National Affairs Payroll Administration Guide 101-1651)

EMPLOYMENT PROCEDURES

WSU employment includes:

Faculty positions,

Administrative professional positions,

Graduate assistant positions,

Civil service positions,

Positions covered by collective bargaining unit agreements, and

Temporary employment positions.

Faculty

For a faculty position, refer to the following BPPM sections:

58.01 and 58.02 to establish a faculty position,

60.11 to fill a faculty position, and

60.25 to prepare a personnel action for a faculty position.

Administrative Professional

For an administrative professional (AP) position, refer to the following BPPM sections:

58.01 and 58.02 to establish an AP position, and

60.17 to fill an AP position, and

60.25 to prepare a personnel action for an AP position.

Human Resource Services reviews the duties of these positions. See 60.02.

Graduate Assistants

For a graduate assistant position, refer to the following procedures:

58.01 and 58.02 to establish an assistant position,

60.25 to prepare a personnel action, and

Graduate Appointment Processing memorandum to fill a graduate assistant position.

Civil Service / Collective Bargaining Unit

For a civil service position or a position covered by a collective bargaining unit agreement, refer to the following BPPM sections:

58.01 and 58.02 to establish a civil service or collective bargaining unit position,

60.02 to determine the classification of a civil service or collective bargaining unit position,

60.18 to fill a civil service or collective bargaining unit position, and

60.25 to complete a personnel action for a civil service or collective bargaining unit position.

Temporary Employment

See 60.26 and 60.27 for procedures related to temporary and student employment.

INDEPENDENT CONTRACTOR PROCEDURES

See 70.50.

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OVERVIEW

University departments are to follow the requirements and procedures in this section to create and change faculty positions and appointments.

Faculty Composition

Faculty includes employees who are appointed to faculty positions and perform academic, research, extension, library, and student affairs duties in accordance with the Faculty Manual. The Faculty Manual is available at the Faculty Senate website:

http://facsen.wsu.edu/faculty_manual/

Responsibility

Human Resource Services

Human Resource Services (HRS) facilitates the recruitment and search procedures for faculty personnel.

Follow the advisory guidelines regarding the search process which are available from the Managers--Faculty Recruitment area of the HRS website at:

http://hrs.wsu.edu/

HRS maintains the online recruitment site, provides training and guidance, and assists the designated employing official for the department. (See 60.10 for definition of employing official.)

Appointing Authority

The Office of the Provost and the responsible appointing authority, as delegated by the President, have overall responsibility for the recruitment, search, and selection processes for faculty. See 60.10 for information about delegation of appointing authority.

To view the master list of delegations of appointing authority, go to the Managers area of the HRS website at:

http://hrs.wsu.edu/

Final Approval

All faculty appointments systemwide, including tenure and tenure-track faculty searches and appointments, require final approval from the Office of the Provost. (Faculty Manual)

Position Control

Create new positions (permanent or temporary) and change appointments in accordance with position control procedures. See 58.01.

Expenses

Expenses associated with searches for faculty personnel and the relocation reimbursement for these new employees are supported by employing units.

Departments are to contact Purchasing Services and Travel Services for recruitment and relocation expense specifics, including cost and weight limits. See 70.60 and 95.14.

OPEN COMPETITIVE RECRUITMENT

WSU is an equal opportunity employer committed to eliminating barriers to employment and improving opportunities available to individuals in protected classes, particularly where there is underutilization. The University makes good faith efforts consistent with state and federal laws to meet this goal.

One method used to achieve this goal is open competitive recruitment. However, exceptional circumstances may justify foregoing the open competitive recruitment process. (See below regarding exceptions.)

OPDRS USER GROUPS

Personnel in the following user groups use the Online Position Description and Recruitment System (OPDRS) for processing employee recruitment and searches.

Search Support

The search support user group typically includes the department clerical support and/or the search committee clerical manager.

Area Administrator

The area administrator user group encompasses department-level authorities including, but not limited to, the diversity liaison (see definition below), search committee chair, department chair, dean, campus Human Resource Services, campus finance user, employing official, and appointing authority.

See also 60.10 for definitions and responsibilities of the appointing authority and employing official.

Diversity Liaison

A diversity liaison, formerly referred to as an equal employment opportunity (EEO) coordinator, assists the search committee chair with appropriate recruitment and hiring processes and serves as a resource person for the area's search committees.

For guidelines regarding diversity liaison responsibilities, see the Managers--Faculty Recruitment area of the HRS website, at:

http://hrs.wsu.edu/

International Programs

The International Programs user group typically includes an immigration compliance specialist and other personnel from Global Services.

For questions contact International Programs at 509-335-2541.

Global Services Responsibilities

Global Services:

Participates in the review of notice of vacancies and advertising to international hires;

Assists departments and colleges with visa applications for foreign academic-sponsored research staff;

Assists departments and colleges with the exchange visitor program; and

Serves as the petitioner to the United States Citizenship and Immigration Services (USCIS) for some specialty occupations and/or permanent residency.

PRIOR TO RECRUITMENT FOR FACULTY POSITIONS

Prior to Search

The dean of each college is responsible for ensuring that the recruitment and selection process for faculty follows University policies, and state and federal law.

Search/Recruitment Strategy

Prior to submitting an online recruitment request, the appointing authority and/or the designated area administrator consider the competencies and requirements of the particular faculty position. The appointing authority, designated area administrator, and/or search committee determine the recruitment strategy and screening methods. HRS and the Office of the Provost are available to assist with the search process.

When appropriate, a department may utilize a search firm to assist with the recruitment and screening of candidates. Contact HRS and the Office of the Provost for more information.

Search Committees

Departments utilize search committees to recruit for faculty positions. Guidelines for search committees are available from the Managers--Faculty Recruitment--The Search area of the HRS website at:

http://hrs.wsu.edu/

Position Criteria

Prior to requesting recruitment for a faculty position, the department considers and approves the following position criteria:

Budget (see 30.07),

Position allocation,

Staffing level implications, and

Salary.

Position and Travel Exemption Request System (PTERS)

Prior to requesting recruitment for any permanent faculty position during the period from July 1, 2011 through June 30, 2012, the department must submit a request to the Budget Office through the Position and Travel Exemption Request System (PTERS). The Budget Office must return approval through PTERS before the department may continue with the recruitment process. See the position and travel exemption request policies on the Budget Office website at:

http://budget.wsu.edu/documents/FreezeGuidelines-new-May2012.pdf

Contact the Budget Office to obtain access to the PTERS and for further information; telephone 335-9681.

Position Control and Office of Provost Approval

The department submits a completed and approved Position Action/Position Review Request (PRR) to Position Control. The department submits a copy of the form to the Office of the Provost.

See 58.02 to obtain the form and instructions.

Recruitment Request

OPDRS Request

If the Office of the Provost approves recruitment for the faculty position, the department submits a recruitment request through the Online Position Description and Recruitment System (OPDRS). To access the OPDRS, go to:

http://www.wsujobs.com/hr

NOTE: Departments are required to submit recruitment requests for tenure and tenure track faculty positions through the OPDRS.

Each department user must establish a user account and password to access the OPDRS.

The search support and/or the area administrator completes and submits the online request for recruitment for a faculty position. NOTE: The departmental appointing authority or employing official, as defined in 60.10, must approve the recruitment request.

The search support and/or area administrator completes the required fields in the OPDRS.

Upon completion of the recruitment request, the OPDRS generates a notice of vacancy for the position on the WSU Jobs website.

RECRUITMENT

Posting

HRS posts the faculty position on the WSU Jobs website at:

http://www.wsujobs.com/

NOTE: Recruitment requests for tenure and tenure track faculty positions are posted through the OPDRS.

Applicants for tenure and tenure-track faculty positions must complete the application through the OPDRS.

Advertising

To assist with gathering demographic and recruitment resource data, HRS requests the department submit the advertisement copy through the OPDRS and identify the recruitment sources to be used. Advertisements for tenure and tenure-track faculty positions must reference the need for applicants to complete the application through the OPDRS.

Expenses associated with advertising are supported by the employing unit.

Global Services Review

Prior to posting tenure-track faculty positions on the WSU Jobs website and prior to national publication, a University immigration compliance specialist in Global Services reviews the advertising information for tenure-track faculty positions for compliance with USCIS requirements.

Affirmative Action

HRS asks each applicant to complete a self-identification form within the OPDRS for the faculty position. Applicants for tenure and tenure-track faculty positions must complete the application through the OPDRS.

WSU departments must comply with the WSU Equal Opportunity and Affirmative Action Policy, Executive Policy Manual EP12, in all outreach and recruitment efforts.

Referral of Applicants to Search Committee

The area administrator or search support, in coordination with the search committee chair, determines how and when the search committee receives applications. Search committees may receive the application materials when submitted, when the position closes, or as coordinated with HRS.

Disqualification

HRS, in consultation with the Office of the Provost, may disqualify an individual from consideration for employment at any time for good and sufficient reasons. If authorized by the Office of the Provost, HRS removes the individual's name from an applicant and/or candidate pool.

HRS notifies the applicant or candidate in writing if she or he is disqualified from an applicant or candidate pool. The written notice specifies the reason for the removal and the right to request a review of the removal.

Review of Removal

An applicant or candidate may request a review of the removal. The applicant or candidate must submit such a request in writing to HRS within 20 calendar days following the date of the notice of the action for which the review is requested.

The Provost, or his or her designee, conducts the review. The representative provides the review decision in writing to the applicant or candidate. Review decisions are final and not subject to further review or appeal.

INTERVIEW

The search committee reviews and considers the applicants for the position. The appointing authority is responsible for ensuring that the hiring process is fair and objective. Guidelines for search committees are available from the Managers--Faculty Recruitment area of the HRS website at:

http://hrs.wsu.edu/

HRS recommends the chair and search committee coordinate interviews for those candidates considered most qualified for the position. The hiring department may conduct interviews in person, or by telephone, or both.

Interview Guidelines

The search committee should review the preemployment inquiry guidelines in 60.08 when developing questions for candidate interviews.

Interviewers may also refer to the advisory guidelines for conducting interviews of candidates as outlined on the Managers--Faculty Recruitment area of the HRS website at:

http://hrs.wsu.edu/

Update Candidate Status Online

To help with gathering recruitment data, the search support and/or area administrator is responsible for updating the current status of each applicant in the OPDRS, including noting who is or is not being considered for the position.

VERIFICATION AND REFERENCES

The search committee is responsible for investigating or verifying the following information provided by the candidate:

Application

Work history

Education

Qualifications

Experience

References

The search committee may examine personnel files of top applicant finalists who work or have worked at WSU. See 90.07. Contact HRS to arrange to view the personnel files of any such candidates.

Interviewers should follow the advisory guidelines for conducting reference checks outlined on the Managers--Faculty Recruitment area of the HRS website at:

http://hrs.wsu.edu/

Letters of Recommendation

Search committees obtain at least three letters of recommendation for each faculty candidate. The department may obtain the letters of recommendation electronically through the OPDRS.

Background Check

The hiring department refers to 60.16 to determine whether or not the position requires a preemployment background check. HRS is available to provide assistance.

If a background check is required, the search support and/or area administrator must notify HRS prior to recruitment and when a candidate or candidates are identified.

HRS is responsible for initiating and processing the background checks.

SELECTION

The appointing authority selects a candidate to fill the vacancy.

The appointing authority communicates with the Office of the Provost regarding the selection of the candidate. HRS and the Office of the Provost receive an alert regarding the selected candidate when the search support and/or area administrator enters the selection information into OPDRS. The search support and/or area administrator are responsible for ensuring that the status of all candidates is updated accurately in OPDRS.

The department follows standard processes regarding faculty appointments as outlined in Faculty Manual Section III, Initial Appointment.

OFFICIAL OFFER

Tenure-Track Faculty Positions

The Provost makes the University's official offer for tenure-track faculty positions.

The offer is typically sent by letter. The Provost's Office provides letter templates to Deans' offices.

Template offer letters are also available from the Managers--Faculty Recruitment area of the HRS website at:

http://hrs.wsu.edu/

Non-Tenure-Track Faculty Positions

The dean or the appointing authority makes the University's official offer for non-tenure-track faculty positions. The dean or the appointing authority must obtain approval from the Office of the Provost prior to extending the offer. See 60.10 for information about delegation of appointing authority.

Templates for offer letters are available from the Managers--Faculty Recruitment area of the HRS website at:

http://hrs.wsu.edu/

Positions Reporting Directly To Vice Presidents, Chancellors, Deans, or Athletic Director

Authorization is required prior to discussion OR extension of an offer to positions which report directly to vice presidents, chancellors, deans, or the WSU Athletic Director. Specifically, for such appointments:

Deans must receive approval from the Provost prior to discussing an offer with a candidate;

Chancellors must receive approval from the President or Provost prior to discussing an offer with a candidate;

Vice presidents and the Athletic Director must receive approval from the President prior to discussing an offer with a candidate.

Records Retention

The department attaches a copy of the signed offer letter in OPDRS and/or forwards a copy of the contract (if applicable) and the candidate's letter of acceptance to HRS. HRS retains the offer letter, contract (if applicable), and acceptance of offer letter in the employee's personnel folder in accordance with University records retention requirements. See 90.01.

Notification to Applicants

HRS recommends that the search committee chair send notification of applicant status to those finalists who were invited to interview for the position or to all applicants. Sample letters are available from the Managers--Faculty Recruitment area of the HRS website at:

http://hrs.wsu.edu/

EXCEPTIONS TO OPEN RECRUITMENT

Office of the Provost Approval Required

The Office of the Provost may approve a direct appointment without a search under the exceptional circumstances described below.

Exceptional Circumstances

An appointing authority may request a direct appointment without a search under any of the following limited circumstances:

When a position requires a high level of expertise in a specialty area and the department has a unique opportunity to hire a highly-qualified individual with the expertise to fill the position.

When a partner or spouse accommodation would assist with the recruitment of a qualified job candidate or the retention of a permanent employee. See 60.15.

When changing a temporary one- or two-year position appointment to permanent would best meet the needs of the organization. Prior to the end of a temporary appointment, the appointing authority may submit a request to the Provost's Office to change the appointment from temporary to permanent without a search. The request must include a clear, written justification for the exception to the recruitment process. The justification must demonstrate to the satisfaction of the Provost that exceptional circumstances exist that clearly outweigh the need for a search to fill the position. (For example, an open recruitment failed during the temporary appointment period.)

When reclassifying or promoting a permanent employee in her or his current position and/or reassigning the employee to a new position with different duties/responsibilities would ensure that the necessary work of the department is not interrupted due to a reorganization or operational need. The employee must meet the position requirements.

When placing a permanent employee in a temporary/interim appointment would meet the needs of the organization. The employee must meet the position requirements. The appointing authority may later request that the employee be permanently appointed to the position without a search. The request must be accompanied by a written explanation of why an open competitive search is not feasible or appropriate for the appointment.

During the period from July 1, 2011 through June 30, 2012, appointing authorities must submit requests for any of the above exceptions through the Position and Travel Exemption Request System (PTERS). See the position and travel exemption request policies on the Budget Office website at:

http://budget.wsu.edu/documents/FreezeGuidelines-new-May2012.pdf

Contact the Budget Office to obtain access to the PTERS; telephone 335-9681.

Submitting Request for Direct Appointment

To request direct appointment of a candidate to a position, the appointing authority submits the following to the Office of the Provost:

Faculty position responsibility

Proposed salary

Employee/applicant curriculum vitae (resume)

Justification to appoint without a formal search

Diversity implications

The Provost reviews the request and notifies the appointing authority and HRS of approval or denial of the request.

Executive Appointment

The President or the Provost and Executive Vice President may make a direct appointment without a search when he or she finds such an appointment to be in the best interests of the University.

The President or the Provost and Executive Vice President submit justification for this decision to HRS for retention in the appointed individual's personnel folder.

APPOINTMENT

PERMS Transactions and Attachments

Use the online Personnel/Position/Payroll Electronic Routing Management System (PERMS) to complete the personnel action for an appointed faculty employee.

See 60.25 and below for instructions for completing and routing PERMS transactions and attachments for personnel actions.

Attachments

Reference the applicable PERMS transaction on the attachments. NOTE: Retain any notes regarding references obtained by telephone interview in the employee recruitment file (i.e., search file).

NOTE: A new faculty employee who is hired with tenure or who is is to be granted tenure at the time of hire as part of the faculty member's contract with WSU must submit three letters of recommendation through the OPDRS or directly to HRS. A new faculty employee who is hired without tenure must submit at least three letters of recommendation through the OPDRS or directly to HRS.

Foreign Worker Disclosure Statement

The University must provide a disclosure statement to each worker who is a non-U.S. citizen and who comes to the state of Washington based upon an offer of employment. (RCW 19.320) See 60.05 for instructions.

Transfer From Within WSU or Other State Employer

Transfer annual leave and sick leave for an employee changing positions within WSU or transferring to WSU from a state agency or other state institution of higher education in the state of Washington. See 60.19 and 60.60.

If the selected candidate is a current WSU employee, obtain the Time Report or Leave Report file from the employee's former employing department. If the selected candidate is a former WSU employee reappointed within three years of separation, obtain the file from HRS. See 60.60.

If the selected candidate's former employer was another state of Washington agency or institution, HRS requests information from the former employer regarding accrued leave and other benefits. Refer to 60.19 regarding transfer of benefits from previous state employers.

RETENTION OF RECRUITMENT DOCUMENTS

The hiring department is to maintain all employee recruitment documents (i.e., search materials and references) in accordance with the University records retention schedule. See 90.01.

ORIENTATION AND TRAINING

New Faculty Orientation

The University strongly encourages new faculty to attend New Faculty Orientation. The appropriate department representative should notify new faculty of details of the schedule. New faculty may also view the schedule by selecting the New Faculty Orientation link from the Office of the Provost website at:

http://provost.wsu.edu/

New Employee and Benefits Orientation

The University encourages new faculty to attend new employee and benefits orientation classes. Employees must enroll for benefits within a specific time period after hire in order to receive full rights and options. Enrollment information is available from the Employees--Training and Development--New Employee area of the HRS website at:

http://hrs.wsu.edu/

New Chair or Director

The University encourages new chairs and directors to enroll in chairs training as well as supervisory and enhanced supervisory training. Enrollment information is available from the Employees--Training and Development--New Employee area of the HRS website at:

http://hrs.wsu.edu/

Other Applicable Policies and Procedures

See also 60.71 and 60.72.

70.60_Relocation_Expense_Overview.htm

Posted in:PURCHASING

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University administrators have several options for paying relocation and moving expenses for eligible new or transferring employees. This section provides a relocation overview and includes cross references to other sections dealing with relocation and moving.

Some relocation expenses are taxable to the employee and some are not. Refer to 70.62 and the table below.

Offices

Three University departments deal with moving and relocation issues:

Purchasing Services processes moves of household goods.

Travel Services processes travel expenses related to a relocation, e.g., transportation, meals, lodging.

Payroll Services manages tax issues regarding reimbursement for relocation expenses.

ELIGIBILITY

New Employees

The University may pay relocation expenses for employees hired for the following types of positions:

Permanent executive, professional, or administrative personnel in supervisory positions. (SAAM 60.10.30)

Permanent faculty. (SAAM 60.10.30)

Temporary faculty if the position is supported by sponsored funds and the sponsor agrees to pay relocation expenses.

When there is an inability to fill a critical lower level position, the University may pay moving expenses. In such a case, the employing department is responsible for preparing and retaining justification. Contact Purchasing for specific requirements. (SAAM 60.10.30)

Transferred Employees

The University may pay relocation expenses for current employees who are transferred at the University's request. (SAAM 60.10.20)

OPTIONS

Depending upon circumstances, an employing administrator and department may select from the following options for reimbursing and/or processing a move. One or more options may be selected. The responsible processing office is indicated in italics.

Directly pay for relocation expenses and coordinate the move through Purchasing Services and the state using state contracts. See 70.61. (Processed through Purchasing Services.)

Reimburse the employee for a professional move when the employee arranges the move and pays the professional mover. See 70.61. (Processed through Purchasing Services.)

Reimburse the employee for the rental cost of a truck or trailer used to move. See 70.61. (Processed through Purchasing Services.)

Reimburse an employee for transit insurance. See 70.61. (Processed through Purchasing Services.)

Pay to move a mobile home subject to state requirements and limits. See 70.61. (Processed through Purchasing Services.)

Pay to move professional equipment, e.g., laboratory equipment, professional books, which are not part of the employee's household goods. See 70.61. (Processed through Purchasing Services.)

Pay storage charges. See 70.61 and 70.62. (Processed through Purchasing Services.)

Pay costs of transportation and lodging incurred during the move to the new home. See 70.61. (Processed through Travel Services.)

Reimburse the employee for meal expenses incurred while moving and after arrival. See 70.62. (Processed through Travel Services.)

Reimburse the employee for travel expenses for house hunting trips prior to the move. See 70.62. (Processed through Travel Services.)

Pay costs for maintaining a temporary residence in the area of the new job. See 70.62. (Processed through Travel Services.)

Provide the employee with a relocation allowance that is in addition to or in lieu of expenses related to the relocation of household goods. See 70.62. (Processed through Travel Services.)

Pay relocation expenses that exceed the maximums allowable from state funds by using money from discretionary accounts. See 70.33. (Processed through Purchasing Services and/or Travel Services.)

Approve a lump sum payment to recruit a qualified applicant who must relocate to accept the position. See 55.62. (Processed through Payroll Services.)

TAXABLE AND NONTAXABLE EXPENSES

The table below identifies taxable and nontaxable relocation expenses that may be paid or reimbursed from University accounts.

Expense Category Taxable Relocation Expenses
(see also 70.62) Nontaxable Relocation Expenses
(see also 70.61)

Meals All meal expenses incurred while moving from the old residence to the new residence.
Meal expenses incurred after arrival. None

Travel
House hunting trips prior to move: Travel expenses, e.g., transportation including airfare, auto rental, mileage, meals, and lodging for the new hire. Travel for the new hire including transportation and lodging incurred during the move to the new home, including the day of arrival. Lodging expenses for one night in the area of the former home if the furniture has been moved. Parking fees and tolls.

Mileage Standard mileage for that portion of mileage costs that exceed $0.24 per mile for up to two vehicles. Standard mileage on personal use of motor vehicles at $0.24 per mile for up to two vehicles.

Shipping Costs Costs of shipping household goods and personal effects (including personal vehicle) reimbursed to the employee or paid directly by the University. Packing, crating, and transporting goods.

Transit Insurance Cost of transit insurance.

Mobile Home Moves Cost of moving a mobile home.

Professional Equipment Cost of moving professional equipment/books which are not part of the employee's personal household goods.

Temporary Residence Costs for maintaining a temporary residence in the area of the new job. Includes lodging at the new location except for the first night.

Storage Storage charges accruing after 30 days of storage except for those incurred in-transit and for foreign moves. Storage charges for 30 days or less, in-transit storage, and for foreign moves.

Relocation Allowance Relocation allowance provided in addition to or in lieu of expenses related to the relocation of household goods.

20.75_WSU_Pullman_Departmental_Storage.htm

Posted in:PROPERTY

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PURPOSE

Surplus Stores maintains limited supervised space which is available for WSU Pullman departmental storage needs.

Objectives

This program maximizes the utility of the more expensive and centrally located classroom, laboratory, or administrative space. The objectives of the program are:

To store those properties and/or materials which are temporary, seasonal, or not of current need in an academic, research, or support program but which will be required in the future, usually within less than one year.

To store those properties and/or materials of value or specialized nature and of possible future use to the department, usually within three years.

To warehouse quantity, discounted purchases of materials and supplies, usually truck or carload lots, thereby saving University funds.

To provide a secure facility for storage.

STORAGE FACILITIES

Description

The Surplus Stores Building and storage area, managed by Surplus Stores, is located behind McCluskey Service Building on Dairy Road.

Storage Only

The Surplus Stores Building is intended for storage only. No workshop or laboratory facilities, e.g., special wiring or plumbing, are included in the storage modules.

Temperature

A minimum temperature of 50 degrees and a maximum temperature of 85 degrees are maintained throughout the year.

Assigned Space

Surplus Stores assigns storage space by module. There are four sizes of modules available:

Pallet size (4 feet x 4 feet, 16 sq. ft.). Only items that are easily placed and fit on a pallet go into these spaces, e.g., boxes, file cabinets, desks.

10 feet x 10 feet, 100 sq. ft. Items that do not fit on a pallet, e.g., office dividers, chairs, large amounts of furniture.

10 feet x 20 feet, 200 sq. ft.

20 feet x 20 feet, 400 sq. ft.

The mezzanine floor at Surplus Stores is designed to carry 130 pounds per square foot. Mezzanine spaces are not equipped with lockable storage modules.

Uncovered outdoor storage may be available at the sole discretion of Surplus Stores. Surplus Stores stores items outdoors only if the items do not negatively impact the overall appearance of the Waste Management lot and storage yard. Contact Surplus Stores for storage space fee information; telephone 335-4630. See also below.

Shelving

Surplus Stores does not provide shelving, cabinets, containers, or tables in the modules. The assigned department must provide any additional storage equipment needed to efficiently utilize the storage space.

Security and Access

Surplus Stores maintains the security of the building and storage yard and restricts access to assigned and designated areas. However, the assigned department is reponsible for storage properties and materials.

The building has daytime supervision. Departments are not given individual keys to outside doors. To move items in or out of storage, departments must make appointments with Surplus Stores staff; telephone 335-4630; at least 24 hours in advance.

Access to a department's assigned module is restricted to employees designated by the department.

The Surplus Stores Building does not have storage spaces available on the ground floor.

Vehicle access to the fenced storage yard at Surplus Stores is restricted to University vehicles and other vehicles on official business and is accessible during business hours only. Contact Surplus Stores for hours of operation; telephone 335-4630.

STORAGE PROCEDURES

Allotment

All departments are eligible to request storage space in the Surplus Stores Building. Module allotments are made on a first-come, first-served, space-available basis. For storage space fees, contact Surplus Stores; telephone 335-4630. See also below.

Surplus Stores provides storage only for those items having a definite need and purpose. Departments should carefully evaluate the need for retaining materials scheduled for storage. Normally, departments should consider items that are not intended for use within a year as excess and transfer the items to Surplus Stores for disposition. See 20.76.

Responsibility

Departments are responsible for their property and materials and are advised to inventory items placed in storage and record the removal of stored items.

Departments are required to affix identification labels to items placed in storage. Storage Identification Tags are available from the Facilities Operations General Storage website at:

http://facops.wsu.edu/pdf/Storage.pdf

Requesting Storage

To request storage, the department chair or designee submits an email request to the supervisor of Surplus Stores. To submit an e-mail request for storage, access the following website:

http://facops.wsu.edu/sur_storage.htm

The request memorandum includes:

Approximate space needs;

Type of material to be stored;

Period of anticipated storage;

Type of storage required, i.e., indoor or outdoor uncovered; and

Any circumstances which makes immediate storage essential.

If locked storage is required, the department chair or designee includes this information in the request memorandum.

Surplus Stores notifies the department when a module or portion of a module is assigned and the provides the storage location.

Surplus Stores forwards a copy of the space allotment to Capital Planning and Development--Space Management. The assigned space is included in the department's total space allotment.

Transport of Property

Departments are responsible for transporting or arranging transport of their property to and from the Surplus Stores Building.

To move items in or out of storage, the department must make an appointment with Surplus Stores staff; telephone 335-4630; at least 24 hours in advance.

If the department is unable to transport items to or from storage, the department may contact Surplus Stores; telephone 335-4630; to arrange transport. Applicable rates apply to transport services.

If items are too large, Surplus Stores may recommend that the department contact Heavy Equipment for transport; telephone 335-9088. Applicable rates apply.

Identification Tags

Prior to transporting property to the Surplus Stores Building, the department securely attaches a Storage Identification Tag to each item. The tag assists storage personnel with identifying departmental storage items.

Storage Identification Tags are available from the Facilities Operations General Storage website at:

http://facops.wsu.edu/pdf/Storage.pdf

Space Review

Surplus Stores periodically reviews storage space allotments to ensure that space is being utilized as intended under University policy and to make space available to those departments with legitimate and current needs.

When a department removes items from an assigned storage space, the department is responsible for reviewing the space module size.

As departments add items to their assigned space, Surplus Stores adjusts the space allotment after consulting with the department. Surplus Stores sends out an e-mail message once a year to remind departments to review items in storage.

Billing Cycle

Surplus Stores bills departments on a monthly basis for storage spaces located in the Surplus Stores Building. Contact Surplus Stores for details; telephone 335-3630.

A department retains and pays for the assigned space, even when empty, until the department notifies Surplus Stores that the department no longer needs the assigned space. Once the department cancels the assigned space, Surplus Stores prorates the final monthly charges.

Restrictions

The following are examples of materials which departments are not allowed to store in the Surplus Stores Building:

Records;

Hazardous and toxic materials;

Chemicals, controlled substances, or prescription drugs;

Highly inflammable materials;

Malodorous or noxious materials;

Perishable items.

20.76_Surplus_Property.htm

Posted in:PROPERTY

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Posted on January 06,2014 by jeremy.bass

POLICY

University-owned property that is no longer needed may still have value to the University. The University's redistribution and disposal department, Surplus Stores, is responsible for redistributing, reselling, or recycling such items.

Surplus Stores is the only WSU department authorized to sell University-owned surplus property to non-WSU entities or to dispose of University property.

Restrictions on Transfer to an Individual and Private Use

Departments are reminded that University property may not be transferred to an individual, except when sold through public sales at Surplus Stores. Likewise, University property may not be used for private purposes. (See 20.50.)

Definition of University Property

For purposes of this policy, University property includes all items (equipment, supplies, and other materials) acquired by University departments, regardless of the source of funds, size, or quantity. EXCEPTION: For purposes of this policy, University property does not include real estate property (also referred to as real property).

Disposal Process

Departments are to observe the following disposal process for University property:

The department initially evaluates the item for potential use within the department, determining whether the item is repairable or can be used by another departmental unit or staff member.

If no internal use is found, the department considers selling, trading, or transferring the item to another University department. See 20.80.

The department sends items to Surplus Stores that are not used internally or transferred directly to another department. Surplus Stores sells such items to other departments, agencies, or the public, or disposes of the items.

Property Categories

University property is divided into the following categories:

Items accounted for in the University inventory

Items accounted for in a departmental inventory

Items that are not inventoried

See the definitions in 20.50. Departments must route all categories of University property to Surplus Stores for disposal.

It is the department's responsibility to determine if property items are managed in the University inventory or departmental inventory. See 20.50. NOTE: Some University inventory or departmental inventory items do not have inventory number tags or stickers. (See 20.50 under "When Tags Cannot be Used.")

University Inventory (Tagged) Items

The University inventory category includes:

Items with an initial cost of $5000 or more which have a useful life expectancy of over one year;

Small and attractive items, such as laptops and weapons; and/or

Licensed vehicles (see 70.40).

See 20.50.

University-inventory items are to be listed in the Administrative Information Systems (AIS) Property application with the record type "P."

See 85.33 regarding obtaining access to AIS applications.

Departmental Inventory (Possibly Tagged) Items

The departmental inventory category includes items with an initial cost less than $5000 which are listed in the AIS Property application with the record type "D" or are listed in a departmental inventory database. See 20.50.

Noninventory Items

The noninventory category includes:

Items with inventory stickers not listed in AIS Property,

Items not found in a departmental inventory database, and/or

Items that do not have inventory stickers.

Items With No Resale Value

Some equipment or materials may have no resale value. Surplus Stores sends such items, if recyclable, to WSU Recycling. The decision to recycle University property is made exclusively by Surplus Stores personnel.

Assistance

For assistance with determining whether or not an item has resale value or is considered surplus, contact Surplus Stores at 509-335-4630 or send an email to:

surplus@wsu.edu

Additional guidelines regarding disposal of surplus items are available from the Surplus Stores website at:

http://facops.wsu.edu/Surplus/sur_disposal.htm

SPECIFIC ITEM OR TRANSACTION REQUIREMENTS

Digital Media

It is the department's responsibility to be aware of the University's confidential data security policies and procedures. See 90.01 and Executive Policy EP8.

Prior to disposing of computers, data storage devices, or computer media, all software and data files must be electronically or physically destroyed. Any electronic destruction method must include at least a three-pass binary overwrite or physical destruction of the storage device. NOTE: Simply reformatting the hard drive or physically removing the hard drive is not considered adequate.

Surplus Stores provides a wipe (i.e., three-pass binary overwrite) or destruction service for surplus hard drives at no charge. Surplus Stores wipes all or destroys all hard drives.

The owning department may electronically wipe or physically destroy the software and data files on the storage device prior to sending the item to Surplus Stores.

Shredding Portable Digital Media

Surplus Stores provides shredding services for portable digital media such as CDs and floppy disks. For more information, see the Facilities Operations Waste Management website at:

http://facops.wsu.edu/Surplus/sur_default.asp

Digital Media Surplus at WSU Vancouver

To dispose of all digital media devices, e.g., storage, computers, WSU Vancouver departments submit an e-mail request for pickup to WSUV Facilities Operations Surplus at:

wsuv.surplus@vancouver.wsu.edu

See also below.

Potentially Contaminated or Hazardous Items

Departments complete and attach an Item Evaluation form to each surplus item suspected of being potentially contaminated or containing a potentially hazardous component. See 20.77 for the evaluation form and instructions. See 20.77.5 for examples of equipment requiring Item Evaluation.

Local, state, and federal laws prohibit many items from being disposed of in the landfill waste stream. Departments must transfer potentially contaminated or hazardous items to Surplus using the applicable surplus disposal request (see below) and accompanied by an Item Evaluation form (see 20.77).

Definitions and Examples

Hazardous contamination may be biological, chemical, or radiological in nature. For definitions, see 20.77.6-7, 20.77.8-9, and 20.77.10-11, respectively.

Hazardous components include, but are not limited to, such items as asbestos-containing materials, batteries, compressed gases, mercury-containing devices, polychlorinated biphenyls, radiation machines and sources, sharp edges, and loose drawers. See 20.77.12-25 for definitions.

For further guidelines regarding potentially hazardous items such as refrigeration equipment and electronics, see the Surplus Stores website at:

http://facops.wsu.edu/Surplus/sur_disposal.htm

Radioactive Materials or Radiation Sources

A University department, regardless of campus location, must receive prior approval from the Radiation Safety Office (RSO) in order to remove, deactivate, and/or surplus any item used for radioactive work or labeled as a source of ionizing radiation. Contact the RSO; telephone 335-8916; or see the RSO website at:

http://www.rso.wsu.edu

Before transferring equipment that has contained or may have been contaminated with radioactive materials or or contains a sealed source or x-ray tube, the department contacts the Radiation Safety Office (RSO). The RSO performs a property release survey prior to the transfer to Surplus Stores. See 20.77.10-11 and SPPM 9.65 for procedures.

After receiving approval from the Radiation Safety Office (RSO), the department completes the forms indicated in SPPM 9.22. (NOTE: Only RSO personnel may remove radioactive materials labels or stickers.)

Federal Excess Property

Before routing federal excess property items to Surplus Stores, the department:

Obtains approval from Sponsored Program Services and the responsible federal agency;

Removes all federal government inventory stickers, and

Provides copies of the approvals to Surplus Stores personnel at the time of the pickup or drop off.

See 20.78 for further information regarding federal excess property.

Transfer of Equipment Between WSU Departments

One WSU department may transfer and/or sell equipment to another. See 20.80.

Transfer of Equipment to Other Universities

Surplus Stores processes the transfer of University-owned property to other universities at fair market value. Such transfers may accompany a project or project transfer. Such transfers are to be in conformance with 40.16.

Trade-Ins

The department obtains prior approval from Surplus Stores before using an item to complete a trade-in. Surplus Stores may be able to sell the item for more than the negotiated trade-in amount. See 70.12.

Damaged or Scrap Items

Departments transfer obsolete or damaged items to Surplus Stores where the items are usually sold as scrap or recycled. NOTE: The department must obtain the prior approval of Surplus Stores before scrapping a movable equipment item at a departmental site.

Donations

Donations to qualified shelters or rehabilitative workshops are permitted only when all of the following criteria are met:

Surplus Stores has made reasonable efforts to determine if any state agency has a requirement for such property and no such agency has been identified. Such determination is to follow sufficient notice to all state agencies to allow adequate time for them to make their needs known; and

Items cannot be sold for a reasonable price; and

The nature and quantity of the property in question is directly germane to the needs of the nonprofit organization and the nonprofit organization agrees to use the property for such needs and purposes; and

Items would have a higher overhead cost to process as surplus than the sale value; and

The Facilities Operations Executive Director of Resource Planning and Business Services determines that the donation of such property is in the best interest of the University.

SURPLUS DISPOSAL REQUEST

To submit surplus disposal requests and transfer surplus items to WSU Pullman, refer to the procedures below.

All WSU Departments

A WSU department completes an online Surplus Disposal Request (SDR) to request a surplus pickup or to request to drop off surplus items at Surplus Stores. See instructions below.

The department may not drop off surplus items until Surplus Stores receives online approval from the area equipment coordinator.

Departments must move all merchandise that is transportable to Surplus Stores before the items may be offered for sale to the public or other non-WSU entities. See below regarding items that are large or difficult to transport.

Online Surplus Disposal Request (SDR)

To route items to Surplus Stores, the owning department submits an online Surplus Disposal Request (SDR) through myFacilities, located at:

https://myfacilities.wsu.edu/

Log into the myFacilities system with a Network ID and password.

Select Work Requests to access the SDR.

From the menu of work request services, select Request pickup or drop-off of surplus items.

Select the click here link near the top of the page to view further instructions for completing the SDR.

SDR instructions and tips are also available from the Surplus Stores website at:

http://facops.wsu.edu/Surplus/sur_disposal.htm

List Items for Pickup

The department lists all items to be picked up, including both inventoried and noninventoried items. Surplus Stores uses this information to schedule pickups and determine the staff and equipment needed.

Required Approval

The area equipment coordinator must approve the transfer of all items entered into the online disposal request to Surplus Stores. The area equipment coordinator receives an automated e-mail from the SDR system to approve or deny the disposal request.

Departmental Copies

Once the area equipment coordinator approves the disposal request, the equipment coordinator must print a copy of the SDR. The department staff keep a copy of the approved SDR to present at the time of pickup or drop off.

Protection of Inventoried Items Waiting for Pickup

The requesting department keeps University- and department-inventoried items that are waiting to be picked up in a location that is monitored. Surplus Stores is not responsible for inventoried items until Surplus personnel take possession of the items.

Large or Difficult to Transport Items

Surplus Stores personnel review items that are large or difficult to transport to determine if an on-site sale is appropriate or if Facilities Operations Heavy Equipment is needed to transport the items to Surplus Stores.

Under the supervision of Surplus Stores personnel, multiple items of similar kind and items that cannot be moved in an efficient and practical manner may be sold on-site. The Surplus Stores supervisor or designee determines the procedure to be used to advertise and sell such merchandise.

Pickup or Drop-Off

Department personnel present a copy of the approved SDR to Surplus Stores personnel at the time of pickup or drop off.

Surplus Stores personnel verify the following information:

Disposal request number.

Item descriptions and inventory numbers. If University- and departmental-inventoried items listed on the SDR do not match the descriptions and the inventory numbers of the items to be surplused, Surplus Stores does not accept the items. Surplus personnel document the items that were not received on both copies of the SDR.

NOTE: To be accepted by Surplus Stores, each laptop must be tracked with the record type "P" in AIS Property. Departments must contact Property Inventory to update the record type for any laptop that is not tracked in AIS Property with the record type "P" prior to sending the item to Surplus. See 20.50.

Quantities of items accounted for on University and/or departmental inventories. If the quantities of inventoried items do not match what is listed on the SDR, Surplus personnel record the received quantities on the SDR.

Surplus personnel do not reconcile noninventory items listed on the SDR for inventory numbers, descriptions, or quantities.

Both Surplus personnel and the department sign the updated SDR. The requesting department retains a signed copy of the SDR in accordance with the stated retention period. See 90.01.

Notice of Request Completion

When the items arrive at Surplus Stores, Surplus personnel change the disposal request status to "work complete." The SDR system sends an e-mail notification of the request's completion to the requestor.

Non-Pullman WSU Departments

Non-Pullman departments, except at WSU Vancouver, dispose of surplus equipment by one of the following methods. NOTE: WSU Vancouver departments must follow the surplus disposal procedures below.

Transfer to WSU Surplus Stores

Non-Pullman departments may transfer surplus items to Surplus Stores by:

First, submitting an online Surplus Disposal Request (SDR) through myFacilities, located at:

https://myfacilities.wsu.edu/

Logging into the myFacilities system with a Network ID and password.

Selecting Work Requests to access the SDR.

From the menu of work request services, selecting Request pickup or drop-off of surplus items.

Selecting the click here link near the top of the page to view further instructions for completing the SDR.

SDR instructions and tips are also available from the Surplus Stores website at:

http://facops.wsu.edu/Surplus/sur_disposal.htm

Then, transporting the items to Surplus Stores at the WSU Pullman campus.

Transfer to State Surplus

Non-Pullman departments may transfer surplus items to State Surplus by:

First, submitting an online Surplus Disposal Request (SDR) through myFacilities, located at:

https://myfacilities.wsu.edu/

Logging into the myFacilities system with a Network ID and password.

Selecting Work Requests to access the SDR.

From the menu of work request services, selecting Request pickup or drop-off of surplus items.

Selecting the click here link near the top of the page to view further instructions for completing the SDR.

SDR instructions and tips are also available from the Surplus Stores website at:

http://facops.wsu.edu/Surplus/sur_disposal.htm

Then, coordinating with WSU Pullman Surplus Stores to arrange for items to be sent to State Surplus.

Request for Transfer to State Surplus

If a department requests to transfer surplus equipment to State Surplus at Tumwater, WA, Surplus Stores personnel submit a request for pickup to State Surplus.

The State Surplus office sends a state Property Disposal Request (form 267A) to Surplus Stores. Surplus Stores retains the state form 267A with the approved SDR and forwards a copy of the state form to the department to present at the time of pickup. The state-approved form includes a disposal authority number.

Pickup by State Surplus

Non-Pullman department personnel present the copy of state form 267A with the disposal authority number to State Surplus personnel at the time of pickup.

The requesting department retains the copy of the state form 267A with the approved SDR in accordance with the approved retention period. See 90.01.

Notice of Request Completion

When State Surplus approves the submitted items and assigns a disposal authority number, Surplus Stores personnel change the disposal request status to "work complete." The SDR system sends an e-mail notification of the request's completion to the requestor.

Additional Information

For additional information regarding proper equipment disposal at non-Pullman locations, refer to the Surplus Stores website at:

http://facops.wsu.edu/Surplus/sur_default.asp

or telephone 509-335-4630.

WSU Vancouver Department Procedures

WSU Vancouver departments submit surplus equipment to WSUV Facilities Operations Surplus for disposal (see below).

WSUV Surplus coordinates with WSU Pullman Surplus Stores to arrange item transfers.

WSUV Surplus Report

The department completes a WSUV Surplus Report form. The form is available from the WSUV Facilities Operations Forms website at:

http://admin.vancouver.wsu.edu/facilities-operations/facilities-operations-forms

Each WSU Vancouver department must have a department or area equipment coordinator who is authorized to approve the transfer of all items submitted for surplus processing. The authorized department or area equipment coordinator signs and dates the WSUV Surplus Report form. The department attaches a signed form to each surplus item for pickup.

The WSUV department retains a copy of the Surplus Report in accordance with existing approved records retention schedules. See 90.01.

WSUV Surplus Pickup

To request pickup of surplus items (including digital media), the department submits an e-mail request to WSUV Facilities Operations Surplus at:

wsuv.surplus@vancouver.wsu.edu

The e-mail request must include a detailed, itemized listing of all items for surplus pickup. Facilities Operations Surplus reviews the listing to determined the staff and/or equipment necessary for pickup and processing of the surplus items.

The requesting department keeps WSU Vancouver- and WSUV department-inventoried items that are waiting to be picked up in a location that is secure. WSUV Facilities Operations is not responsible for inventoried items until Facilities Operations personnel take possession of the surplus items.

Transfer Between WSUV Departments

To transfer surplus property to another WSU Vancouver department, the initiating department submits an e-mail request to WSUV Facilities Operations Surplus at:

wsuv.surplus@vancouver.wsu.edu

Upon receipt of the e-mail request, WSUV Surplus coordinates with the initiating department to complete and approve the necessary surplus transfer documentation.

Potentially Hazardous Surplus Items

Departments must complete and attach an Item Evaluation form along with a WSUV Surplus Report (see above) to each surplus item suspected of being potentially contaminated or containing a potentially hazardous component. See 20.77 for the Item Evaluation form and instructions. See 20.77.5 for examples of equipment requiring Item Evaluation.

UPDATING INVENTORY RECORDS

Surplus Stores sends an automated report regarding surplused University inventoried items to Property Inventory.

After notification by Surplus Stores, WSU Property Inventory deletes only University inventoried items with a record type "P" from the online AIS Property application.

Departments are responsible for deleting items with a record type "D" (departmental inventory) from AIS Property. Departments are also responsible for deleting surplused items from departmental inventory databases.

DISPOSAL METHODS

Priority of Disposal Methods

WSU sets priority of disposal and availability of surplus items in accordance with state regulations and statutes RCW 43.19.1919, RCW 43.19.1920, WAC 200-360-010, and WAC 200-360-015.

Exceptions to Disposal Priorities

Surplus property may be disposed of in a manner other than as specified in the state requirements listed above if determined to be legal and approved in advance by the Facilities Operations Executive Director of Resource Planning and Business Services.

To request an exception, the responsible department chair or dean sends a written memorandum or e-mail to Surplus Stores.

SALES PROCESSED BY SURPLUS STORES

Surplus Stores processes the following types of sales of surplus items (see below):

Sales to WSU departments.

Upon request, Surplus Stores provides delivery of items sold to WSU departments.

Sales to state agencies and nonprofit organizations.

Public sales.

Sealed bid sales.

Equipment and items that are not suited to public sales due to the type or the location may be sold through sealed bids.

Online auctions.

Equipment and items that are not suited to public sales due to the type or the location may be sold through online methods.

First-Come, First-Served

All merchandise that is sold to the public is on a first-come, first-serve basis. No merchandise is held or reserved for sale to individuals or to University personnel for personal use.

Additional Information

For further information regarding sales of surplus items, see the Surplus Stores website at:

http://facops.wsu.edu/Surplus/sur_default.asp

Consignment Opportunities

Surplus Stores offers consignment opportunities to WSU departments. Consignment sale is reserved for individual items with significant value, not several low value items grouped together and sold in a lot.

Contact Surplus Stores for consignment rate information.

PURCHASING FROM SURPLUS STORES

WSU Departments

To purchase surplus items, a WSU department must submit a completed Interdepartmental Requisition and Invoice (IRI) to Surplus Stores at the time of sale. (See 70.05.)

For departmental shopping hours and delivery fees contact Surplus Stores; telephone 509-335-4630; or see the Surplus Stores website at:

http://facops.wsu.edu/Surplus/sur_default.asp

State Agencies and Nonprofit Organizations

State agencies and nonprofit organizations must register with Surplus Stores prior to shopping. For more on how to register, contact Surplus Stores; telephone 509-335-4630; or see the Surplus Stores website at:

http://facops.wsu.edu/Surplus/sur_default.asp

Additional Information

For further information regarding purchasing surplus items, see the Surplus Stores website at:

http://facops.wsu.edu/Surplus/sur_default.asp

20.80_Sale_or_Transfer_of_Surplus_Equipment.htm

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POLICY

One WSU department may transfer equipment to another WSU department. A WSU department may sell equipment to another department if the original support funding does not preclude the sale.

A WSU department may also transfer surplus equipment to Surplus Stores (see 20.76).

NOTE: While WSU departments may transfer and sell equipment directly to other University departments, Surplus Stores is the only WSU department authorized to sell surplus University material to non-WSU entities and to dispose of University property (see 20.76).

Transfer Without Reimbursement

If a fund transfer is not involved, the department transferring the item issues an Inventory Control Report. The department is responsible for forwarding a copy of the Inventory Control Report to Property Inventory; mail code 1025. (See 20.50.)

Sale

If a department seeks reimbursement for an item it wishes to sell:

The requisitioning department initiates an IRI. The appropriate coding is included in the Requisitioning Department block. See 70.05. "Equipment Transfer" is indicated under department in the Vendor Department block (see sample in the PDF version of 20.80).

The selling department adds the original voucher number, original object code and the WSU inventory number to the IRI, plus the selling department's program, budget and project coding.

If the original funding is from a grant or contract, the selling department checks with Sponsored Programs Services in the Controller's Office before completing the transaction to ensure the funds generated by the sale can be transferred back to the seller's account. NOTE: The granting agency must approve the sale or transfer of any federally-owned equipment.

The selling department routes the completed IRI to Accounts Payable for processing.

If the item is recorded on the University inventory, the selling department issues an Inventory Control Report and sends it to the receiving department. See 20.50 for form instructions.

When the signed copy is returned to the selling department, the selling department forwards a copy to Property Inventory; mail code 1025.

70.05_Interdepartmental_Requisition_and_Invoice_IRI.htm

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PURCHASING
70.05
Revised 10-08
Controller's Office
335-2042
PDF link

USE OF IRI

University departments use the Interdepartmental Requisition and Invoice (IRI) form to requisition supplies and services provided by WSU vendor departments.

Approval to Charge

A department or unit must have prior approval from the Controller's Office to charge for goods or services. In most cases, a prospective vendor department requests approval by completing a Service Center Application (see 30.15). A department cannot process IRIs as a vendor department unless a Service Center Application has been submitted and approved.

An individual must receive authorization on an AIS Access Request form in order to process IRIs through the Service Center Billing System. See 85.33.

IRI Forms

The IRI serves as an order and billing form.

To obtain IRIs, departments may choose from the following versions:

Three-part paper IRI form sets from University Stores; request item number 3295.

PDF version IRI form. Complete and/or print the PDF master on 70.05.6.

Automated template version of the form, available from the Procedures, Records, and Forms website at:
http://www.wsu.edu/~forms/fm.html

Departments use the IRIs to make purchases from vendor departments.

Departments use the IRI to authorize a vendor department to set up a blanket requisition (see 70.06). This is desirable when the department makes regular purchases from the vendor.

WSU vendor departments may use IRIs to prepare monthly billings for departments who make blanket order purchases (see 70.06).

ALTERNATIVE METHODS

Certain vendor departments use specialized ordering forms or methods instead of requiring an IRI. Review the applicable Business Policies and Procedures Manual section for details.

NOTE: Vendor departments are to obtain Controller's Office approval before substituting an alternative order form or method for the IRI.

COMPLETING THE IRI

The requisitioning department completes the IRI as follows. The following numbered instructions are keyed to numbers on the sample in the PDF version of 70.05.3.

Requisitioning Dept. (1)

Enter the requisitioning department's name. Enter the account coding of the budget(s) that will assume the expenditure. Include program, budget, object, subobject, and project. (Complete the fund and appropriation blocks if required by the college finance office.) See 70.09 for a list of object codes. Refer to the code tables in the online Account Balances/Detail Application for a list of subobject codes.

When a blanket order is in force, enter the blanket order number adjacent to the department name under Department.

If the items requested are billed to more than one account, this blank can include more than one line of coding. The accounts are charged the indicated percentages of the total bill. Indicate the percentage to be charged next to the appropriate coding.

Page (2)

Number the IRI pages.

Vendor Department (3)

Indicate the vendor department(s) on this line.

Date (4)

Indicate the date the requisitioning department submitted the IRI.

Deliver To (5)

Indicate the building, room number, and campus mail code.

Dept. Req. No. (6)

The requisitioning department may assign a requisition number to the transaction. This is optional.

Contact Individual (7)

Include the name, telephone number, and e-mail address of a knowledgeable departmental contact.

Item (8)

Assign an item number to each item requested, i.e., 1, 2, 3, etc.

Stock Number (9)

Enter the vendor's stock number if available.

Description/Received By (10)

Description

Enter a concise description of the requested goods or services, including quantities and units.

Include any information on this part of the form which will assist the vendor department in filling the order and Accounts Payable in correctly billing the requisitioning department.

Encumbrances

Indicate "Please Encumber" if the purchase amount is to be encumbered. (This is useful for major purchases which will not be delivered for several weeks or months.) Request encumbrances from only those vendors using the Service Center Billing System (see 30.15). Other vendor departments do not process encumbrances.

Expenditure Authority (11)

The IRI must be signed by an employee who has been authorized to sign for the account(s). See 70.02 for an explanation of expenditure authority.

ROUTING THE IRI

The requisitioning department retains a control copy and routes the signed original to the vendor department.

NOTE: The college may require that the form be routed through the college finance office for fund coding before it is sent to the vendor.

VENDOR DEPARTMENT

The vendor department finishes completing the IRI as follows:

Account Code

Enter the the account code for the University account receiving the money under Vendor Department.

Vendor departments are to enter applicable source and subsource codes in the indicated fields. EXCEPTION: If the money is to be deposited into an account in fund 001 (state appropriation) the vendor department enters object 21 under Srce and the applicable subobject under Sub.

Refer to Code Titles in the online Account Balances/Detail Application for a complete listing of valid source, subsource, object and subobject codes.

Invoice Number

Assign and enter an Invoice Number based upon the vendor department's IRI numbering system.

Quantities/Charges

Record details regarding quantities and charges under Quan Del, Unit Prc, and Total. Also record an Invoice Total.

Received By

A representative from the requisitioning department may indicate receipt of the goods or services by signing the bottom of the Description/Received By section.

Distribution

Distribute copies as follows:

Original

Vendor department retains for file. See 90.01 for retention requirements.

Copy

May be returned by the vendor department to the requisitioning department after the transaction is entered into the Service Center Billing System.

Deadlines

At fiscal year's end, invoices must be entered into the University's accounting system in accordance with the year-end schedule distributed by the Controller's Office. See also 70.04.

Numbering

Vendor departments are responsible for ensuring that IRIs used for invoicing are sequentially numbered.

The vendor department may elect to begin a new number sequence at the beginning of each biennium.

BLANKET REQUISITIONS

See 70.06.

70.06_Interdepartmental_Blanket_Requisitions.htm

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PURCHASING
70.06
REV 12-01
Controller's Office
335-2042
PDF link

OVERVIEW

To promote convenience and minimize paperwork, many University vendor departments encourage the establishment of blanket requisitions. Blanket requisitions provide authorization for specified transactions during the active period of the requisition.

APPROVAL

Requests for blanket requisitions are usually approved by the vendor departments on a fiscal-year basis. One-month blankets may also be established.

At the beginning of the time period (month or year) the requisitioning department requests the establishment of a blanket requisition by issuing an Interdepartmental Requisition and Invoice (IRI). The IRI indicates the time period the requisition is active, the kinds of goods and/or services which may be purchased under the requisition, and includes an authorized signature for the indicated University account(s) (see 70.02).

See 70.05 for more information regarding the IRI form.

MONTHLY INVOICING

The vendor department prepares an Interdepartmental Invoice at the end of each month for each requisitioning department. The invoice reflects the month's activity.

Deadlines

If the vendor uses the Service Center Billing System or the Central Billing System, invoices for all goods and services provided the previous month must be entered into the system by the end of the month.

At fiscal year's end, invoices must be entered into the University's accounting system by the date indicated on the year-end processing calendar issued by the Controller's Office.

Numbering

Vendor departments are responsible for ensuring that IRIs used for invoicing are sequentially numbered.

The vendor department may elect to begin a new number sequence at the beginning of each biennium.

20.55_Fuel_Storage_Tanks.htm

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PROPERTY
20.55
New 4-11
Business Services
335-2013
Environmental Health and Safety
335-3041 PDF link

Control of Fuel Use

Fuel stored in University storage tanks must be used only for official University business. Departments responsible for fuel storage in fuel tanks are to establish appropriate control measures. See control procedures below.

Management/Regulation

The Washington Department of Ecology regulates underground storage tanks. The Department of Ecology also regulates above-ground storage tanks for prevention of spills and provides regulatory oversight at times when a release or spill is associated with a tank. Environmental Health and Safety serves as the WSU liaison with the Washington State Department of Ecology.

Fire Codes

Departments are to observe applicable fire codes when storing flammable materials in storage tanks. Contact the University Fire Marshal at WSU Pullman for assistance; telephone 509-335-8548. Personnel at other statewide locations should contact the responsible local fire marshal.

Responsible Units

The following units at WSU coordinate resources to manage storage tanks:

Departments that purchase and maintain tanks

Environmental Health and Safety (EH&S)

Responsible fire marshal

Facilities Operations

Purchasing Services

Surplus Stores

Summary

This policy establishes the following roles and responsibilities regarding storage tanks:

Policy regarding fuel use for official purposes only

Purchasing and installation

Preparation and implementation of control procedures

Inventory

Inspection and testing

Monitoring

Disposal

PURCHASING AND INSTALLATION

A department is to contact and coordinate with Purchasing Services when purchasing a storage tank.

Before submitting a requisition to Purchasing Services, a department is to consult with EH&S, the responsible fire marshal, and Facilities Operations regarding regulations and installation requirements.

EH&S, the responsible fire marshal, and Facilities Operations work with the department to insure that new tanks are constructed and installed in compliance with applicable regulatory requirements.

Permits

Departments must apply for required permits; renew existing permits as required; and are responsible for all fees associated with tank permits. Departments are to provide copies of permits to EH&S at the time of receipt.

CONTROL PROCEDURESFOR FUEL TANKS

Each department responsible for a fuel storage tank must establish appropriate control procedures. To safeguard assets and inventory, the department chair or director is to appoint a fuel use custodian who implements the procedures.

The control procedures are to include the following requirements:

Fuel is to be safeguarded and used only for official University business and only in University equipment.

The tanks are to be locked at all times when not in use and access to keys/combinations/card locks is to be controlled.

A log of all persons with access to the tanks is to be maintained.

Additions and deletions of access for individuals are to be recorded.

The purchase and delivery of fuel must be tracked and costs charged to appropriate accounts.

The use of the fuel is to be reconciled against fuel purchases. Methods of tracking the use of fuel should be appropriate to the circumstances.

A log that records the condition and maintenance of the tanks must be maintained.

The fuel tank custodian should monitor fuel use for unusual patterns of activity, which could reveal possible theft or leakage. Any unusual usage should be investigated and reported to the responsible department chair or director as necessary.

Usage Records

The fuel tank custodian maintains fuel tank usage records in accordance with the All-University Records Retention schedule. See 90.01 under Property Management Records.

POSTING OF SIGNS

The responsible department is to post signs as follows:

Signs indicating that fuel is only for official University business.

Signs indicating locations of emergency shutoff switches for fueling stations.

Signs indicating emergency contacts in the event of fire or spill.

"No smoking" signs as required, depending on fuel type.

Signs indicating that cellular telephone use is prohibited during fueling activities, as applicable.

INVENTORY

Official Inventory

EH&S maintains the official inventory for reported University fuel storage tanks.

Notification of EH&S

The department provides tank inventory information to EH&S before:

Purchasing a new tank,

Moving an existing tank, or

Removing an existing tank from service.

Tank inventory information provided to EH&S includes tank location, kind of tank, type of stored fuel, whether above-ground or underground tank, tank capacity in gallons, tank permit number (if applicable), name of responsible fire department, and tank inspection dates.

Above-Ground Storage Tanks

The inventory notification to EH&S is to occur at least 15 business days prior to any of the above events for an above-ground tank.

Underground Storage Tanks

The inventory notification to EH&S is to occur at least forty-five business days prior to any of the above events for an underground tank.

SAFETY RECORDS

The department responsible for the tank maintains safety records. Such records include inspection, maintenance, testing, and monitoring records regarding the tank.

INSPECTIONS/TESTING

Department Responsibility

University departments are to provide inspection and testing documents, as well as inspection reports from inspecting agencies to EH&S. This includes documentation for correction of discrepancies found.

Departments are responsible for coordinating and paying for corrective measures to resolve discrepancies found in testing and inspections.

The department is responsible for conducting required monitoring of tanks for leaks.

Above-Ground Storage Tanks

The Washington State Department of Ecology does not require inspection and testing of above-ground storage tanks.

Underground Storage Tanks

Annual Inspections

Underground storage tanks must be inspected and tested annually by a tank tester certified by the Washington State Department of Ecology (Ecology).

University departments contact, work with, and pay for a contractor to do annual inspection, maintenance, and testing of underground storage tanks.

Contact EH&S for contact information of Ecology-certified tank testers.

EH&S tracks annual inspection and testing schedules for WSU underground storage tanks and notifies the responsible departments when inspections are due.

Compliance Inspections

The Washington State Department of Ecology conducts underground storage tank compliance inspections. The responsible department must notify EH&S immediately if an Ecology inspector schedules or arrives at a departmental facility for an inspection.

Ecology sends the inspection results, and any citations and fine notifications for noncompliance to the department. The department sends a copy of the inspection results and all correspondence to and from Ecology to EH&S. If there are deficiencies, citations or fines as a result of the inspection, the department works to correct the problems. EH&S assists the department with documenting the correction of deficiencies.

DISPOSAL

When a storage tank is no longer needed, the responsible department notifies and works with EH&S, Facilities Operations, and Surplus Stores, to develop a disposal plan that is in compliance with applicable regulations.

20.53_Merchandise_and_Consumable_Inventories.htm

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PROPERTY
20.53
Revised 6-02
Property Inventory
335-2013 PDF link

OVERVIEW

Area deans, department chairs, and/or directors are responsible for inventory control of merchandise and/or consumable inventories. Inventory directly affects the financial position and results of the operation.

Requirements

Inventory Control

Departments must maintain proper inventory control.

Proper inventory control involves keeping track of the number of inventory items and clearly accounting for the monetary value of inventory transactions and balances.

Inventory Tracking

Departments must use either a perpetual or periodic inventory tracking method to maintain all merchandise and consumable inventories. See "Definitions" below.

Inventory Value and Count

Departments must complete a physical inventory count at least annually.

In calculating merchandise and/or consumable balances on hand, departments may exclude items which have high turnover rate and extremely low cost, e.g., nuts, bolts, screws, washers, unless exclusion would materially misstate inventory value.

Departments must submit a total of the monetary value of inventory on hand as of the end of the fiscal year to the Controller's Office. The Controller's Office requires this information to complete the financial statements. The last day of the fiscal year is June 30.

Merchandise Inventory

Departments must value and count all merchandise items annually.

Consumable Inventory

Departments must value and count all consumables when the balance on hand is estimated to exceed $25,000 in value.

Exception to Annual Inventory

Departments which have consumable inventories with an estimated value of less than $25,000 may request an exception from an annual physical inventory count. Contact the Controller's Office; telephone 335-2013.

Definitions

Merchandise Inventory

Merchandise inventory consists of merchandise which is for sale to other agencies or the public.

Consumable Inventory

Consumable inventory consists of goods and supplies which are on hand in or under the control of a central, departmental storeroom for use in operations.

Inventory Tracking Methods

Perpetual and periodic inventories are methods of keeping track of the number of items held in the merchandise or consumable inventories.

Perpetual Inventory

Under the perpetual inventory method, items are added to or subtracted from the inventory totals immediately upon receipt or removal. This provides a running count of the inventory on hand.

Periodic Inventory

Under the periodic inventory method, items are received and issued without being added to or subtracted from the inventory totals. A physical count must be conducted to provide the number of items in the inventory.

Physical Inventory

A physical inventory is a count of the merchandise and/or goods and supplies on hand.

PHYSICAL INVENTORY PROCEDURES

Advance Preparation

Prior to the actual counting of inventory items, departments must do the following:

Notify Controller's Office

At least two weeks prior to the start of the counting process, submit a Physical Inventory Notification memorandum to the Controller's Office. Copy or print the master on the PDF version of 20.53.8 to make copies of the memorandum as needed.

The Controller's Office notifies the offices of the State Auditor and the Internal Auditor as to the time and location of the physical inventory. Auditors may attend the inventory to observe the count.

Location

Clean, straighten, and organize all areas. Place similar items together.

Prepare a map or blueprint of the area to be inventoried.

Personnel

Give complete instructions to all personnel participating in the inventory.

Inventory Sheets or Tags

Prenumber all inventory sheets or tags.

After prenumbering, departments may prepare the inventory count sheets or tags. The sheets or tags must be completed and arranged by inventory locations, i.e., bin number, floor area, etc.

List the descriptions of the items in those areas, bins, etc., on the inventory sheets or tags. NOTE: Do not enter quantities until the actual count.

Noninventory Items

Remove or segregate all obsolete or defective items and other items not to be counted.

Clearly label "Noninventory item" on all removed or segregated items.

Cutoff Arrangements

Departments are to ensure a proper cutoff between the items of inventory to be counted and the items which are not to be counted.

Ideally, the department should be closed during the physical inventory. However, if all activities cannot be halted, the department must make the following arrangements to ensure that items issued during the count are counted and that items received during the count are not counted.

Receipt/Requisition Book

The supervisor must maintain a receipt or requisition book or log to keep track of items received and issued during the inventory count.

Record the item identification number, description, area location, and amount of all items received or issued while the physical inventory count is conducted.

Items Received One Day Prior to Inventory Count

Clearly label "Before Inventory" on all documents for items received one day prior to the inventory count and placed into inventory. Include these items in the inventory count.

Items Received During Inventory Count

Clearly label "After Inventory" on all documents for items received during the inventory count. Physically segregate these items from the inventory being counted until the physical count has been completed.

Items Issued During Inventory Count

Create receipts or requisitions and tags or labels to issue items during the physical count. These documents must include:

Item identification number,

Description,

Amount issued, and

Area location of the item(s).

Clearly write "Removed During Count" on each tag or label. Place a tag or label in the bin or at the area location at the time an item is physically removed. Include these items in the physical inventory count.

Log all receipt and/or requisition information into the supervisor's receipt/requisition book. Retain the receipts or requisitions for review.

Actual Count

Count Teams

Count teams are comprised of a counter and a recorder. Each team should include one person not directly involved with the inventory on a daily basis.

The department assigns each team to count specific inventory locations. The team counts only the inventory in the specified areas.

Responsibilities

The count teams must:

Place the names of the counter and recorder on the inventory sheets or tags.

Count all items in the assigned areas, even if the items do not belong in those areas. EXCEPTION: Those items labeled "Noninventory" are not counted.

If the inventory count sheets have been prepared in advance and an item is listed at a location but is not present, enter "zero" for the quantity amount.

Add any items not included on the prepared inventory count sheets.

Clearly mark the items or bins using a standard symbol (chalk or sticker) as each item or bin is counted.

This helps the count team, supervisor, and auditors when rechecking or test counting an area to identify any missed or duplicated items.

Return the inventory count sheets or tags to the supervisor when the count is complete in each assigned location.

Supervisor

The supervisor must:

Observe the counting process.

Ensure instructions are followed and questions answered.

Control the prenumbered assigned physical inventory count sheets or tags.

Maintain a control list of the prenumbered sheets or tags. Check off the numbers of the turned-in sheets on the control list to be certain all sheets are accounted for.

Mark the floor plan as each area is counted.

Inspect each location upon completion of the team's count.

Sign the inventory sheets for each inspected location.

Conduct a final tour of the premises upon completion of the count to ensure that all items have either been counted or labeled as "Noninventory" or "After Inventory" and not counted.

Item Valuation and Extensions

When the count is complete, checked, and the sheets signed by the supervisor (see above), departments must adjust the perpetual or periodic inventory records.

The department is to assign a value to each item based upon the acquisition or production cost of the item. The department uses this value and the physical count to adjust inventory records. The department is to:

Verify all unit values prior to performing extensions and totaling;

List the value of each individual item;

Extend the values for each item category, i.e., unit value multiplied by number of items counted in that category;

Calculate and list the totals for each inventory sheet;

Make a final verification that all inventory count sheets are completed, checked, signed, valued, extended, and totalled; and

Retain all count sheets for review.

Questions

Contact the Controller's Office with questions about the valuation of inventoried items; telephone 335-2013.

Physical Inventory Value Memorandum

Submit a recap of the physical inventory in memorandum form to Property Inventory, Controller's Office. Include the following information:

Fund,

Inventory amount,

Method used to account for inventory,

Department contact name,

Contact telephone number,

Dean/director/chair name and signature.

Copy or print the master on the PDF version of 20.53.9 to make copies of the Physical Inventory Value memorandum as needed.

FISCAL YEAR-END REPORTING

Each department which has a merchandise and/or consumable inventory must submit a total of the monetary value of inventory on hand as of the end of the fiscal year to the Controller's Office.

When the physical inventory is taken on a date other than June 30 and a periodic inventory tracking method is used, the department must adjust the totals for any activity between the date of the count and June 30.

Prepare a detailed copy of this reconciliation of the inventory from the count date to June 30. Retain the reconciliation for audit evaluation of compliance with cutoff procedures. See 90.01.

Physical Inventory Before June 30

If the physical inventory is taken before June 30, add all inventory purchases through June 30 and subtract all issuances from stock from the physical counts to determine the inventory amount at June 30.

Physical Inventory After June 30

If the physical inventory is taken after June 30, subtract all purchases after June 30 and add all issuances from stock back into the physical inventory count to determine the inventory amount at June 30.

OBSERVATION

To ensure fair representation of the information given by WSU in state and University financial statements, the State Auditor's Office may do the following as part of their annual audit:

Observe and investigate inventory controls,

Observe and investigate physical inventory procedures, and

Make physical tests of the inventory quantities.

ASSISTANCE

Contact Property Inventory for assistance with maintaining or counting merchandise and/or consumable inventories; telephone 335-2013.

See PDF version of BPPM, 20.53.8: Physical Inventory Notification and
20.53.9: Physical Inventory Value
Blank Masters
Copy or print as needed

20.42_Exterior_Signage–WSU_Pullman.htm

Posted in:PROPERTY

version 0 ([revision_count] revisions)

Posted on January 06,2014 by jeremy.bass

PDF link

University departments at the contiguous central campus at WSU Pullman are to observe approved exterior signage standards and follow these requirements when requesting and installing specified types of permanent exterior signage.

See 20.43 for policies and procedures regarding temporary signage.

See 20.39 for policies and procedures regarding postings.

University Architect

The Associate Vice President for Facilities Services is the University Architect. Contact Facilities Services at the Commons Building to discuss or plan exterior signage; telephone 509-335-5571. To request signage access the myFacilities website at:

https://myfacilities.wsu.edu/

Placement Approval

The University Architect or designee approves the placement of all exterior signage at the contiguous central campus at WSU Pullman.

Applicability

This policy applies to all employees, departments, and locations at the contiguous central campus at WSU Pullman.

General Prohibitions

Unapproved signs and signs made of unauthorized materials, e.g., paper or cardboard, are not allowed.

Information may not be affixed by temporary means, e.g., gluing, taping, to standardized signage.

Types of Signage

Access the following links when seeking policies and procedures regarding specific types of signage:

Building identity panel signs

Building identity blade signs

Building identity blade signs

Athletics and UREC signs

Memorial and dedication plaques

BUILDING IDENTITY PANEL SIGNAGE

Building identity panel signage is placed along a roadway or pathway to a building to identify a building's name to a motorist or pedestrian. These signs can also have directional arrows if one sign serves the purpose of identifying multiple buildings.

Such panel signage has a metal frame that is painted in the campus standard color Tavern Dark Green and set in concrete at two points of connection to the ground.

University departments or major capital project managers are to meet with the University Architect or designee to determine the scope of work and the correct type of building identification signage.

Placement

An onsite visit from the University Architect or designee is required to determine the placement of the sign.

Design

Design of the signage and the frame are to be in accordance with approved standards of the University Architect. Unapproved sign inserts are not allowed.

Maintenance

Facilities Services is responsible for sign maintenance.

Funding

The project or campus unit that requires the installation of a new identity sign or the change of an existing identity sign is responsible for funding the installation or change.

Existing Panel Signs

Existing panel signs that do not meet approved standards will be phased out over time. The University Architect or designee will replace such signs with approved sign designs in accordance with this policy.

BUILDING IDENTITY BLADE SIGNAGE

Building identity blade signage is placed along a roadway or pathway to a building to identify a building's name to a motorist or pedestrian.

University departments or major capital project managers are to meet with the University Architect or designee to determine the scope of work and the correct type of building identification.

Funding

Projects that require the installation of a new identity blade sign or the change of an existing blade or panel sign are usually responsible for funding the installation or change. Exception: A large centrally-funded campus project may involve a production run of replacement signage.

Placement

An onsite visit from the University Architect or designee is required to determine the placement of the sign.

Design

A blade sign that is in accordance with approved standards of the University Architect is designed and approved by the University Architect or designee.

Frame

Permanent blade frames are to include metal poles manufactured to support blade signs that are set in concrete.

The frame design is to meet the approved standards of the University Architect.

Maintenance

Facilities Services is responsible for sign maintenance.

INTERPRETIVE SIGNS

Interpretive signs explain a special exhibit or project on campus.

Design

The requesting party and party preparing the sign are to use the approved standards of the University Architect. The sign layout is to follow the template developed by WSU Marketing and Creative Services and be approved by the University Architect or designee. Images and wording are digitally inserted into the graphic template.

The sign size cannot exceed four feet by eight feet.

Frame Design

The size of the sign and location determine the frame design. One design option is a four-inch by four-inch post with a vertical sign design. The other option allows for smaller signs placed lower on a slant for closer reading.

Placement

The University Architect or designee determines the placement of the sign. The placement must be accessible to all pedestrians.

Maintenance

Facilities Services is responsible for sign maintenance. The requesting party is responsible for funding sign maintenance.

ATHLETICS AND UREC

Athletics and University Recreation (UREC) signage includes signage that is regulatory in nature and placed in locations such as on fences to explain the name of a facility and related regulations. These signs can have directional arrows if one sign identifies multiple facilities.

Athletics and UREC use the approved signage in accordance with this policy.

Athletics or UREC representatives are to meet with the University Architect or designee to determine the scope of work and the correct type of regulatory and facility signage.

Placement

An onsite visit from the University Architect or designee is required to determine the placement of the sign. Signs are attached using tamper-proof bolts to fencing or an approved signpost located on the edge of the facility.

Design

Athletics or UREC staff design a sign panel that meets the requirements of the approved sign standards of the University Architect. The design is to be approved by the University Architect.

The design is generated by a silk-screen or digital process and printed on metal in order to create a permanent and secure sign.

Maintenance

The requesting department (Athletics or UREC) is responsible for sign maintenance.

MEMORIAL/DEDICATION PLAQUES AND BENCHES

Memorial/dedication plaques are signage that memorializes a person or group or a significant event. Plaques are made from bronze, aluminum, brick, or tile.

Exterior memorial or dedication plaques or benches are permitted in the campus arboretums only. Such signage must be approved through the Arboretum Committee as part of a dedication event that may include a tree, a grove of trees, or a garden.

Criteria

When authorizing a memorial or dedication tree or plaque, administrators and the Committee consider the following, although other criteria may also be considered:

A donation of $1000 exists (given by the requesting party) that supports the installation of a tree and plaque, with the understanding that if the tree does not survive, there is a one-time replacement warranty for a new tree.

Trees and plaques are assigned locations within the arboretum.

If an existing plaque or bench located outside a campus arboretum is removed because of changes in the campus, there is no expectation that the plaque or bench will be located to a new campus location.

Exception: Plaques or tiles may be part of a large fundraising campaign considered by the Facility Names Committee and approved by the Board of Regents.

Design

The University Architect or designee meets with an Arboretum Committee representative to determine the scope of work and the correct type of memorial plaque. The University Architect or designee designs the plaque. The plaque is reviewed by the requesting party and approved changes are implemented under the direction of the University Architect or designee.

Placement

The University Architect or designee conducts an on-site visit to determine the best placement for the memorial tree and plaque. New installations of memorial plaques are not permitted outside of the campus arboretums unless a part of an approved fund-raising campaign. See exception above.

Maintenance/Installation

Facilities Services is responsible for tree and plaque maintenance. A funding source must be provided by the requesting party to support installation and maintenance.

20.43_Temporary_Signage–WSU_Pullman.htm

Posted in:PROPERTY

version 0 ([revision_count] revisions)

Posted on January 06,2014 by jeremy.bass

PDF link

University departments at the Pullman central campus are to observe approved temporary signage standards and follow these requirements when requesting and installing temporary movable interior and exterior signage.

See 20.42 for policies and procedures regarding permanent exterior signage.

See 20.39 for policies and procedures regarding postings.

Applicability

This policy applies to all employees, departments, student organizations, and locations at the contiguous central campus at WSU Pullman.

Allowable Sign Frames

The movable sign frames available from Facilities Services are the only frames allowed for use on campus. No substitute movable sign frames or signs are allowed.

Sign Placement Plan

Generally, movable temporary signs may be placed in campus locations to support University departments and programs, with the exception of Stadium Way (see below).

Before a sign is actually placed, the department is to request review of the sign placement plan by the University Architect or designee in Facilities Services; telephone 509-335-5571. The sign placement plan must address the following:

Desired display locations

Dates and times for display and removal of signs

Responsible individual or organization requesting sign display

Name of expenditure authority

Contact information

Fire Marshall approval for any proposed interior temporary signs (may be an attachment)

Movable temporary signs are not allowed along Stadium Way. Exception: Approved temporary banners that support student programs are allowed on the overhead overpasses that cross Stadium Way. See WAC 504-34-140.

OBTAINING SIGNAGE

Employees and departments are to observe the following procedures when placing and managing temporary signage.

Standards

Sign panels must meet signage standards of WSU Marketing and Creative Services.

Sign Request

Clients requesting a sign panel access myFacilities work requests. See 80.45.

The requester indicates a need for a temporary sign. A Facilities Services staff member contacts and meets the requester onsite. The Facilities Services staff member approves the location, explains the process, and provides an estimate.

Printing

Facilities Services, using an approved template, enters the sign information provided by the requester. Facilities Services sends the image file by electronic mail to a vendor who prints the sign.

Approved Sign Frames

The requester picks up the panel from the vendor. The panel is to be displayed in an approved freestanding frame.

Sign frames are available for rent from Facilities Services; telephone 335-9085.

Sign frames may be purchased from specified outside vendors. Contact the University Architect or designee at Facilities Services for information; telephone 335-5571.

Installation

If the requester desires to have Facilities Services deliver, install, setup, and remove a sign, these services are provided on a billable basis. For a cost estimate, telephone 335-9085.

Interior Sign Approval

The Fire Marshal approves placement of temporary interior signs in order to assure that placement does not obstruct emergency egress. Contact the Fire Marshal at Safety Building, Room 60; telephone 335-4929.

SIGN MANAGEMENT

The requesting department or organization is responsible for correct placement, timely removal, and return of any rented sign frames in accordance with the approved sign placement plan.

NONCOMPLIANT SIGNS

Temporary movable signs not displayed in accordance with this policy and procedure and the plan approved by the University Architect may be removed and recycled by Facilities Services staff. Any costs associated with such removal are billed to the department/organization that placed the sign.

80.45_Requesting_Facilities_Operations_Services.htm

Posted in:SERVICES

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OVERVIEW

Departments may submit requests to Facilities Operations at the WSU Pullman, WSU Spokane, WSU Tri-Cities, and WSU Vancouver campuses for the following services:

Maintenance,

Grounds,

Custodial,

Heavy quipment, and

Project management.

Departments may also request notifications from Facilities Operations of building or campus events at WSU Pullman and WSU Spokane, such as fire alarm testing and road closures.

MYFACILITIES (WSU PULLMAN)

Facilities Operations recommends that WSU Pullman departments submit work and notification requests through the myFacilities website. See below for website access requirements. NOTE: At the time of the publication of this section, the myFacilities system is not yet configured to process requests for certain types of services. See below.

WSU Pullman departments unable to access or utilize the myFacilities website may submit work requests to Facilities Operations; telephone 335-9000.

Facilities Operations has created the myFacilities website to operate as the central location for departments to do business with Facilities Operations. Through the myFacilities website, departments may:

Receive notifications regarding significant events that impact the work environment

Submit work requests online and track work progress

Provide feedback regarding Facilities Operations job performance

The myFacilities website is located at:

https://myfacilities.wsu.edu

Requirements

In order to use the myFacilities website, a WSU Pullman department user must have:

Valid Active Directory (Network ID) account activated. See 85.37 and/or contact Information Technology Services for assistance.

Internet Explorer 5.5 or higher. Facilities Operations provides some limited support for Netscape and other browsers. Contact Facilities Operations for version information and assistance.

Expenditure authority to approve a chargeable work request. (See below.) See 70.02 regarding expenditure authority.

WORK REQUESTS

WSU Pullman

WSU Pullman departments may submit work requests to Facilities Operations for any of the following services:

Maintenance (e.g., lights out, room temperature too hot/cold)

Grounds (e.g., broken sprinkler, tree trimming)

Custodial (e.g., soap dispensers, paper towels, tables and chairs)

Heavy Equipment (e.g., move furniture, snow removal)

Project management (e.g., construction, design)

NOTE: At the time of publication of this section, the myFacilities system supports nonchargeable services, chargeable project management services, and chargeable Heavy Equipment moving services for WSU Pullman. Other chargeable services may be requested through myFacilities by adding comments to a nonchargeable request or by calling Facilities Operations at 335-9000. See below regarding chargeable vs. nonchargeable services.

Submitting Request

To submit a work request, WSU Pullman department personnel:

Go to the myFacilities website at:

https://myfacilities.wsu.edu

Sign in with Network ID and password

Select Work Requests

Work Requests Screen

At the Work Requests screen, WSU Pullman department users may:

Submit a new requests

Cancel existing requests if the work has not been initiated

View department requests

Search all department requests by the following criteria:

Facility
Date submitted
Service category
Status

WSU Spokane

WSU Spokane (WSUS) department users may submit work requests to WSUS Facilities Operations for any of the following services:

Maintenance (e.g., lights out, room temperature too hot/cold)

Grounds (e.g., broken sprinkler, tree trimming)

Custodial (e.g., soap dispensers, paper towels, tables and chairs)

Heavy Equipment (e.g., move furniture, snow removal)

Project management (e.g., special requests for work other than maintenance and utilities)

Departments may submit work requests to WSUS Facilities Operations by telephone to 358-7994, or by e-mail to:

spok.fac.maint@wsu.edu

WSU Tri-Cities

For information regarding requesting services from WSU Tri-Cities Facilities Operations, go to:

http://www.tricity.wsu.edu/facilities

WSU Vancouver

For information regarding requesting services from WSU Vancouver Facilities Operations, go to:

http://admin.vancouver.wsu.edu/finance-and-operations/facility-services

Chargeable vs. Nonchargeable

Facilities Operations divisions at the WSU Pullman, WSU Spokane, and WSU Tri-Cities campuses perform both no-cost work services and services for which departments are required to pay the costs.

WSU Pullman

Nonchargeable

Work requests for no-cost services at WSU Pullman do not require expenditure authority. Any departmental users with valid Active Directory (Network ID) accounts may submit nonchargeable work requests. See 85.37.

WSU Pullman Facilities Operations usually performs services in the following categories at no charge to departments:

Maintenance and utilities

Grounds

Custodial

NOTE: Facilities Operations may determine that the department is responsible for the cost of a service in one of these categories. Contact Facilities Operations for assistance and estimates.

Chargeable

Work requests for chargeable services at WSU Pullman must be submitted by department personnel with expenditure authority for the account(s) to which the costs are charged. See 70.02.

For chargeable work services at WSU Pullman, the myFacilities system:

Supports requests for estimates

Supports splitting the costs of the work between multiple accounts

Supports uploading of files of many types

Requires that the department identify multiple contacts

WSU Spokane

Chargeable work services are determined by the Director, WSUS Facilities Operations. Such services are charged on a time and materials basis or a quoted price set by the Facilities Operations director.

WSU Tri-Cities

Chargeable work services are determined by the Manager, WSUTC Facilities Operations. Such services are charged on a time and materials basis or a quoted price set by the Facilities Operations manager.

Departments are to submit all work service requests through the WSUTC Facilities website at:

http://www.tricity.wsu.edu/facilities/

WSU Vancouver

Chargeable work services are determined by the Director, WSUV Facilities Operations. Such services are charged on a time and materials basis or a quoted price set by the Facilities Operations director.

EVENT NOTIFICATIONS

WSU Pullman

WSU Pullman department personnel may submit requests for notification based on the facilities and the following types of events:

Construction (e.g. job scheduling, demolition)

Maintenance (e.g. fire alarm testing, fumehoods)

Utilities (e.g. planned shut downs)

Plant Services (e.g. road closures, tree removal)

Custodial (e.g. window washing, floor waxing)

Telecommunications (e.g. switch replacement)

The myFacilities system sends e-mail notifications when events are to occur which affect the facilities selected by the requester.

Submitting Request

To submit a request for event notification:

Go to the myFacilities website at:

https://myfacilities.wsu.edu

Sign in with Network ID and password

Select Event Notification (See below regarding notification preferences and viewing options.)

Manage Notices

Select Manage Notices to:

Specify the e-mail address to which notices are sent,

Specify the applicable WSU Pullman facilities,

Specify the types of notices (e.g., construction, maintenance, custodial, plant services, telecommunications), and

Complete sign up to receive notifications, or

Make changes to notification preferences.

Search Notices

Select Search Notices to view all scheduled events or search for event notices by date, type, project number, and/or facilities.

View Facilities

Select View Facilities to view additional information regarding specific WSU Pullman facilities.

WSU Spokane

WSUS Facilities Operations sends e-mail notices of maintenance, utility, and building project events to the Riverpoint Campus community through the WSUS and the EWU/SIRTI (Eastern Washington University / Spokane Intercollegiate Research and Technology Institute) listserves.

20.00_Contents.htm

Posted in:PROPERTY

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Posted on January 06,2014 by jeremy.bass

SECTION TITLE		NUMBER	PAGES	ISSUE DATE
Use of University Property		20.35	1-2	03-12
Personal Use of University Resources		20.37	1-3	09-11
Postings in University Spaces		20.39	1-2	05-10
Renting University Facilities, Equipment, or Services		20.40	1-3	07-99
Exterior Signage--WSU Pullman		20.42	1-5	09-13
Temporary Signage--WSU Pullman		20.43	1-2	09-13
Real Property Management		20.45	1-2	06-10
Property Inventory		20.50	1-14	01-13
	Form: Inventory Control Report	20.50	15	04-03
Merchandise and Consumable Inventories		20.53	1-7	06-02
	Form: Physical Inventory Notification	20.53	8	11-99
	Form: Physical Inventory Value	20.53	9	11-99
Fuel Storage Tanks		20.55	1-5	04-11
WSU Pullman Departmental Storage		20.75	1-4	02-13
Surplus Property		20.76	1-12	07-12
Contaminated Surplus Property		20.77	1-3	12-07
	Form: Item Evaluaton	20.77	4	12-07
	Appendix 1: Equipment Requiring Item Evaluation	20.77	5	12-07
	Appendix 2: Biohazard Contamination	20.77	6-7	12-07
	Appendix 3: Chemical Contamination	20.77	8-9	12-07
	Appendix 4: Radioactive Material Contamination	20.77	10-11	12-07
	Appendix 5: Hazardous Components Overview	20.77	12	12-07
	Appendix 5A: Asbestos-Containing Materials	20.77	13-14	12-07
	Appendix 5B: Batteries	20.77	15	12-07
	Appendix 5C: Compressed Gases	20.77	16-17	12-07
	Appendix 5D: Lasers	20.77	18	12-07
	Appendix 5E: Mercury-Containing Materials	20.77	19-20	12-07
	Appendix 5F: PCB-Containing Materials	20.77	21-22	12-07
	Appendix 5G: Radiation Machines and Radiation Sources	20.77	23-24	12-07
	Appendix 5H: Other Known or Recognized Hazards	20.77	25	12-07
Federal Excess Property		20.78	1-5	02-08
	Form: Federal Excess Property Request	20.78	6	02-08
Sale or Transfer of Surplus Equipment		20.80	1-2	04-08
The page numbers listed for each section refer to the PDF version of the manual. The issue date refers to the latest revision date for the section.

20.39_Postings_in_University_Spaces.htm

Posted in:POLICY

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PROPERTY
20.39
New 5-10
Campus Facilities Operations PDF link

Scope

This policy applies to all University employees and departments at all University campuses, stations, and centers.

Definitions

Public Access Areas

Public access areas refer to University locations open to the public, including, but not limited to: general University classrooms, public restrooms, hallways, atriums, entries, instructional laboratories, stairwells, and exterior locations. Public access areas do not include residence building interiors and departmental spaces.

Departmental Spaces

Departmental spaces include individual staff and faculty offices, departmental offices, research laboratories, workshops, athletic courts, warehouses, and storage locations.

Postings

Postings include signs, posters, handbills, flyers, banners, announcements, and similar items that are temporarily affixed to a University structure or location.

REQUIREMENTS FOR PUBLIC ACCESS AREAS

University departments may place postings regarding University-related business on installed bulletin boards in public access areas.

Prohibitions

Postings in public access areas may not:

Be placed on, taped, glued, stapled, or otherwise temporarily affixed to doors, walls, windows, furniture, or any interior surfaces;

Be placed on, taped, glued, stapled, or otherwise temporarily affixed to trees;

Be placed on, taped, glued, or otherwise temporarily affixed to building exteriors;

Be placed on, taped, glued, or otherwise temporarily affixed to walkways, floors, sidewalks, signposts, lamp posts, benches, receptacles, or any constructed outdoor campus features; or

Be placed on, taped, glued, placed under wiper blades, or otherwise temporarily affixed to vehicles while located on University-owned or -controlled grounds, with the exception of official University notices distributed with the approval of the campus department of parking services.

Neither paint, chalk, nor other marker may be used on any walkway, stairwell, sidewalk, floor, or on any portion of a building.

Banners, WSU Pullman

The overhead walkways that cross streets at the Pullman campus may be used by University departments to display banners that promote University events if users coordinate banner approval and installation with the CUB Marketing Services; telephone 335-6678. (WAC 504-34-140(1)(c))

Removal

Postings not in conformance with the above requirements may be removed by campus facilities personnel.

Exceptions

Exceptions to this policy must be approved by the following officials for indicated locations:

WSU Pullman

Vice President for Finance and Administration or designee

WSU Spokane, WSU Tri-Cities, WSU Vancouver

Responsible chancellor or designee

Other WSU Stations and Centers

Responsible head administrator or designee

DEPARTMENTAL SPACE

The responsible departmental administrator sets policy for postings within departmental spaces.

90.01_Records_Management_Files.htm

Posted in:RECORDS

version 0 ([revision_count] revisions)

Posted on January 06,2014 by jeremy.bass

Title Records Management Files
Record Series Title--Function/Purpose	Location (*Official Copy)	Cutoff	Retention Period	Disposition Authority No.	Remarks
CONVERSION PROCESS--ARCHIVAL RECORDS Records documenting the process of converting the University's archival public records from one form to another where not captured in the metadata of the converted records. Includes, but is not limited to, migration of digital records (e.g., mapping schemas, testing reports); digitization of paper-based records (e.g., tests, inspection results); microfilming of digital and/or paper-based records (e.g., arrangement of originals, guide sheets); and transfer of magnetic recordings. Note: The source records are covered by GS 11014 or GS 11011 (see below).	Department*	converted (e.g., imaged) archival records transferred to University Archives	0	GS 11011 Rev. 1	Archival (appraisal required)
DESTRUCTION OF PUBLIC RECORDS Records relating to the destruction of the University's public records. Includes, but is not limited to: - Destruction logs; - Affidavits; - University authorizations; - Certificates/Notices of destruction.	Department*	life of the University	0	GS 11005 Rev. 1	Essential
FORMS--ACCOUNTABLE Unused, pre-numbered forms such as checks, receipts, invoices, meal tickets, and licenses. (Includes the WSU Receipt and the WSU Invoice.)	Department*	fiscal year	6 yrs	GS 12004
RECORDS CONTROL Records relating to the physical and intellectual control of the University's records, including, but not limited to: - Essential records lists; - Files classification schemes/guidelines; - Inventories; - Records center transmittals/retrievals; - Master indexes, lists, registers, tracking systems, databases, and other finding aids used to access public records designated as nonarchival. Excludes records documenting the destruction of public records covered by GS 11005 (see above). Note: Master indexes, lists, registers, tracking systems, databases and other finding aids for public records designated as archival should be retained with the records and transferred to University Archives.	Department*	no longer needed	0	GS 11009 Rev. 1
RETENTION AND DISPOSITION AUTHORIZATION Records relating to the retention of the University's records in accordance with Chapter 40.14 RCW. Includes, but is not limited to internal working guides abstracted from approved records retention schedules; and University's copies of records retention schedules approved by the State Records Committee in accordance with Chapter 40.14 RCW, provided that the original is retained by the State Records Committee.	Procedures, Records, and Forms* Department	until no longer needed	0	GS 11003 Rev. 1
SOURCE RECORDS--IMAGED (ARCHIVAL) Archival source records which have been imaged using either of the following processes: - Digitized in accordance with a valid electronic imaging system approved by Washington State Archives in accordance with WAC 434-663 (see BPPM 90.21 for information on obtaining approval for an imaging system); or, - Microfilmed in accordance with Washington State Standards for the Production and Use of Microfilm; And, provided that the converted records are retained in accordance with a current approved records retention schedule.	Department*	imaged and verified	0	GS 11014	Archival (appraisal required)
SOURCE RECORDS--IMAGED (NONARCHIVAL) Nonarchival source records which have been imaged using either of the following processes: - Digitized in accordance with a valid electronic imaging system approved by Washington State Archives in accordance with WAC 434-663 (see BPPM 90.21 for information on obtaining approval for an imaging system); or, - Microfilmed in accordance with Washington State Standards for the Production and Use of Microfilm; And, provided that the converted records are retained in accordance with a current approved records retention schedule.	Department*	imaged and verified	0	GS 11012 Rev. 1
SOURCE RECORDS--MIGRATED Non-paper-based source records which have been migrated to another non-paperâbased format such as: - Digital records which are migrated to another digital format; - Magnetic records (e.g., VHS, cassette tapes, reel to reel, 8-track tapes) which are migrated to another magnetic or a digital format; And, provided that the converted records are retained in accordance with a current approved records retention schedule. Excludes paper- and film-based source records covered by GS 11014 or GS 11012 (see above).	Department*	converted and verified	0	GS 11015 Rev. 1
TRANSFER OF LEGAL CUSTODY Records relating to the lawful transfer of the University's legal custody of its public records to another government entity (e.g., other state agency, local government agency).	Department*	life of the University	0	GS 11001 Rev. 1	Essential

90.21_Imaging_University_Records.htm

Posted in:OVERVIEW

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Posted on January 06,2014 by jeremy.bass

RECORDS
90.21
Revised 9-12
Information Technology Services
335-0414
Procedures, Records, and Forms
335-2005 PDF link

Electronic Document Imaging System Defined

An electronic document imaging system is a computer-based configuration of equipment and software that stores machine-readable document images and their associated character-coded index data for on-demand retrieval. Electronic images can be computer generated, or created through document scanning. (WAC 434-663-200)

REQUIREMENTS

State Archives

Departments are to ensure that imaging systems meet requirements of WAC 434-663. These state regulations address quality control, system requirements, and retention, disposition, and access to imaged records.

If the digital images will be the primary record copies, the imaging system must comply with "Requirements for the Destruction of Non-Archival Paper Records After Imaging" as approved by the State Archivist in accordance with RCW 40.14.020(6)(a):

http://www.sos.wa.gov/archives/RecordsManagement/DestructionofPaperRecordsAfterImagingScanning.aspx

Contact the Office of Procedures, Records, and Forms for assistance; telephone 509-335-2005. If the original source documents are retained in accordance with existing approved retention schedules as the primary record copies, compliance is not required.

FERPA and Security Standards

Departments are to ensure that systems and practices used for managing and maintaining imaging systems and data comply with applicable state and federal regulations and standards, including, but not limited to:

Family Educational Rights and Privacy Act (FERPA) (12 U.S.C. 1232g and implementing regulations), and

Washington State Office of the Chief Information Officer (OCIO) Standard No. 141.10 "Securing Information Technology Assets:"

http://ofm.wa.gov/ocio/policies/documents/141.10.pdf

UNIVERSITY STANDARDS

Records stored in imaging systems are to be managed in accordance with University policies and procedures for the use of University equipment, property, data, and records. Refer to Chapter 20 (Property), Chapter 90 (Records), and EP8 (University Data Policies).

In addition to the requirements in WAC 434-663, University requirements for imaging systems include the following.

ITS Involvement

During the planning stage, the implementing department is to contact Information Technology Services (ITS). ITS personnel can provide guidance regarding existing imaging resources and license agreements.

System Requirements

System Architecture

The system architecture is to allow flexibility in exporting and importing data to other nonproprietary systems. Systems should consist of hardware and software that conform to nonproprietary standards and should be constructed in open system architecture.

File Formats

Electronic documents stored in an imaging system are to be in standard image file formats. TIFF (Tagged Image File Format) file format is the preferred standard for documents submitted through a scanning system. Other industry-standard file formats are acceptable, provided complete documentation is maintained.

Indexing

The indexing values used to retrieve images should be stored in an open relational database.

Header Labels

Imaging systems should use nonproprietary header labels for long-term storage of images. If a proprietary header is used, the system must provide a mechanism to produce images with nonproprietary header labels for long-term storage.

Retention, Use, Disposal

University records retention and disposal requirements apply to imaged records. See 90.01.

Retention

Original source documents and imaged copies are subject to the approved retention policy documented on the retention schedule for the department.

Typically, the source document is retained until it is imaged and the electronic image is verified, indexed, and copied. Often, the imaged copy becomes the official record and the source documents are shredded or recycled. In such cases, the imaging system itself must comply with state requirements before records retention is considered. See "State Requirements" above.

To request a retention period for source and imaged documents, department records coordinators are to contact the University Records Officer in the Office of Procedures, Records, and Forms; telephone 509-335-2005. A retention schedule is established based upon information content, function, and legal requirements.

NOTE: Retention schedules are to be established and approved in advance of imaging system implementation.

File Maintenance

Departments must have in place procedures for maintaining and filing source and imaged documents throughout the required and approved retention period.

Back Up

Departments must have in place procedures for regularly backing up imaged documents and associated indexes. The back up copy is to be available if the record copy becomes inaccessible due to disaster, vandalism, theft, malfunction, or any other cause.

Disposal

Departments must have procedures for properly eliminating or disposing of imaged records that exceed retention periods. NOTE: Just deleting the pointer in the index is not sufficient. The actual record must be deleted from the media.

Archival Records

Departments are responsible for ensuring the safekeeping of all records, including those identified as "archival" or "potentially archival." Archival documents are retained in accordance with the applicable retention schedule and transferred to Manuscripts, Archives, and Special Collections (MASC) at the end of the retention period. See 90.02.

90.01_Purchasing_Records.htm

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Title Purchasing Forms Used Campus-Wide
Record Series Title--Function/Purpose	Location (*Official Copy)	Cutoff	Retention Period	Disposition Authority No.	Remarks
DEPARTMENT ORDERS (online) Used to initiate orders from outside vendors based upon direct purchase requests from University departments. The departmental OPR record includes the paper original department order, receipt, and/or packing slip.	Department* (OPR) (paper) Associate VP for Finance (magnetic media)	fiscal year fiscal year	6 yrs 6 yrs	GS 01004 11-12-63408
DEPARTMENTAL REQUISITION (WSU 1011) Request from departments to WSU Purchasing for purchases outside the institution.	Purchasing* Department	fiscal year fiscal year	2 yrs 2 yrs	11-12-63410 11-12-63411
DISCRETIONARY (17A) ACCOUNT EXCEPTION JUSTIFICATIONS Provides a record of approved exceptions to University guidelines for discretionary (17A) accounts.	Department* (OPR)	fiscal year	6 yrs	11-12-63412
EXPENDITURE AUTHORITY DELEGATION (WSU 1198) A form that delegates authority for approving various documents that obligate departmental funds.	Controller* (OPR) Department	fiscal year fiscal year	6 yrs 2 yrs	11-12-63413 11-12-63414
FACULTY TEXTBOOK ORDER SHEET Used by faculty to identify textbook needs each semester.	Department*	receipt of order	2 yrs	11-12-63415
FUEL CREDIT CARD FILES Documentation of the use of credit cards issued to University departments to use to purchase commercial fuel, emergency roadside assistance, and routine maintenance for University vehicles and equipment. Includes all department documentation of fuel credit card transactions, including receipts, transaction detail reports, reconciliation reports.	Department*	fiscal year	6 yrs	GS 01017	Possibly Essential
INTERDEPARTMENTAL REQUISITION AND INVOICE (WSU 1017) Provides a record of approval for interdepartmental purchasing transactions.	Vendor Department* (OPR) Department	fiscal year fiscal year	6 yrs 2 yrs	11-12-63416 11-12-63417
INVOICE VOUCHER (WSU 1273) Form used to seek payment from Accounts Payable. A state of Washington form.	Accounts Payable* (OPR) Department	fiscal year fiscal year	6 yrs 2 yrs	GS 01004 11-12-63418
PHOTOCOPIER EQUIPMENT REQUEST (WSU 1340) Form used to document copier needs to purchase copy equipment.	Department* Purchasing	fiscal year action taken	2 yrs 1 yr	11-12-63419 11-12-63420
PUBLICATION AND DUPLICATION SERVICE JOB FILES Records of publication and duplication services provided by outside vendors or by WSU copy services. May include copy requests, production activity logs, copy machine activity logs, orders, job descriptions and specifications, publication design records, sample job products, estimates, material order sheets, proofs, samplets, completed job reports, summary of costs, and related records.	Vendor Department* OR Purchasing	fiscal year fiscal year	6 yrs 6 yrs	GS 15005 GS 15005
PURCHASE ORDER AND RECEIVING REPORT--WITH COMPETITIVE BIDS Used to initiate an order from outside vendors based on a request from a university department when transaction involves competitive bidding.	Associate VP for Finance* (OPR) (digital media) Purchasing* University Publishing* (off-site printing purchases) Department	fiscal year fiscal year fiscal year fiscal year	6 yrs 6 yrs 6 yrs 2 yrs	GS 06004 GS 06004 GS 06004 11-12-63421
PURCHASE ORDER AND RECEIVING REPORT--WITHOUT COMPETITIVE BIDS Used to initiate an order from outside vendors based on a request from a university department when transaction does not involve competitive bidding.	Associate VP for Finance* (OPR) (digital media) Purchasing* University Publishing* (off-site printing purchases) Department	fiscal year fiscal year fiscal year fiscal year	6 yrs 2 yrs 2 yrs 2 yrs	GS 01004 11-12-63422 11-12-63423 11-12-63424
PURCHASING CARD FILES Documentation of orders from outside vendors based upon direct purchase requests from University departmental personnel. Includes all department documentation of purchasing card transactions, including invoices, Departmental Log Sheets, and billing statements from bank card company.	Department*	fiscal year	6 yrs	GS 01017	Possibly Essential
SERVICE CENTER BILLING DATA AND STATEMENTS Provides a record of each interdepartmental purchasing transaction processed through the Service Center Billing System.	Business Services* (magnetic media tape maintained by IT) Vendor Department (paper statement) Department (paper statement)	fiscal year fiscal year fiscal year	6 yrs 2 yrs 2 yrs	11-12-63425 11-12-63426 11-12-63427
SUPPLY AND EQUIPMENT REQUESTS Internal WSU documents used to request the purchase of supplies and equipment.	Department*	date of receipt	30 days	GS 06001
TELECOMMUNICATIONS SERVICE REQUEST Provides a record of online request to move, change, disconnect, or add new telecommunications services, including telephone, voicemail, and Ethernet.	Information Technology* (OPR) (magnetic media) Department	fiscal year fiscal year	6 yrs 1 yr	WSU--GS 04 WSU--GS 04
VENDOR PAYMENT FILES Documentation of WSU disbursements. May include all documentation related to University purchases, including voucher distribution registers, vendor remittance advisories, document transmittals and certification reports, encumbrance requests and other documentation which provides a record of payments to vendors and other agencies for goods and services. May include, but is not limited to: Purchase Order (Department Order) Files, Purchase Requisition Files, Blanket Order Requisition Files, Blanket Order Purchase Transaction Files, Invoice Voucher Files, Printing Requisition Files, Copy Center Request Files, Travel Expense Payment Files, Interagency Billing Files, Encumbrance and Liquidation Records.	Department* or Controllers Office* or Purchasing*	fiscal year fiscal year fiscal year	6 yrs 6 yrs 6 yrs	GS 01004 GS 01004 GS 01004	Possibly Essential

90.01_Public_Affairs_and_Public_Disclosure_Records.htm

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Title Public Affairs and Public Disclosure Records
Record Series Title--Function/Purpose	Location (*Official Copy)	Cutoff	Retention Period	Disposition Authority No.	Remarks
ASSUMPTION OF RISK AND RELEASE OF LIABILITY FORMS--NO ACCIDENT CLAIM (UNDER 18 YEARS) Provides a record of agreement signed by an individual (affiliated with WSU or visiting) under 18 years of age (with parent/guardian consent) to participate in University programs and activities at their own risk. This record series covers retention of this form when no accident claim has been made.	Department*	18th birthday	3 yrs + 60 days	98-06-58499 revision 2
ASSUMPTION OF RISK AND RELEASE OF LIABILITY FORMS--NO ACCIDENT CLAIM (18 YEARS OR OVER) Provides a record of agreement by an individual (affiliated with WSU or visiting) 18 years or older to participate in University programs and activities at their own risk. This record series covers retention of this form when no accident claim has been made.	Department*	termination of activity	3 yrs + 60 days	98-06-58498 revision 2
ASSUMPTION OF RISK AND RELEASE OF LIABILITY FORMS--WITH ACCIDENT CLAIM Provides a record of agreement signed by an individual (affiliated with WSU or visiting) to participate in University programs and activities at their own risk. This record series covers retention of this form when an accident claim has been made.	Department*	claim resolved	3 yrs + 60 days	98-06-58500 revision 2
GENERAL INFORMATION FROM EXTERNAL SOURCES Information received from other agencies, commercial firms, or private institutions, which requires no action and is no longer needed for agency business purposes. Includes, but is not limited to, catalogs, reports, multimedia presentations (e.g., videos, CDs); informational copies, notices, bulletins, newsletters, announcements; and unsolicited information (e.g., junk mail, spam, advertisements).	Department*	no longer needed	0	GS 50004
GENERAL REQUESTS FOR INFORMATION Letters, memos, telephone logs, copies of responses, and related records documenting requests for information from the public, the media, and other agencies. Does not include formal requests filed under the terms of the Public Disclosure Act.	Department*	response to request	1 yr	GS 05002
PHOTOGRAPH/RECORDING RELEASE FILES Provides a record of authorization by adult models for the University to use photographic images or audio or video recordings for University purposes, including but not limited to, advertising and promotion.	Department*	disposal of image or recording	6 yrs	11-12-63650	Potential University Archives
PHOTOGRAPH/RECORDING RELEASE FILES FOR MINORS Provides a record of authorization by minor models (under age 18) or parents/guardians for the University to use photographic images or audio or video recordings for University purposes, including but not limited to, advertising and promotion.	Department*	disposal of image or recording OR minor reaches age 18, whichever occurs last	6 yrs	11-12-63651	Potential University Archives
PHOTOGRAPHS, GRAPHICS, AND VISUAL RESOURCES Photographs, slides, and other graphic materials used in publications, stored in the form of prints, negatives, transparencies, digital images, or other formats. Includes camera-ready masters and all source materials.	Department*	admin purpose served	0	GS 15007 Rev. 1	Archival (appraisal required)
PRESS RELEASES Press or news releases issued by the University to the media to inform the public about events, activities and accomplishments.	Department*	date of issue	2 yrs	GS 05003	Archival
PUBLICATIONS Publications created by the University and intended for distribution to state government, the public, or the legislature. Publications include, but are not limited to: - Annual reports and other reports, manuals, brochures; - Newsletters, magazines, journals, periodicals; - Maps, plans, charts; - Audio/video recordings and films/presentations. Excludes all other copies of publications which are covered by GS 50005: General Information Received From External Sources. Excludes source materials covered by GS 15007: Photographs, Graphics, and Visual Resources. Note: The University is required to transfer copies of all publications to the Washington State Library in accordance with RCW 40.06.030.	Department*	date of publication	0	GS 15008	Upon publication, transfer one copy to WA State Library Archival (appraisal required)
TRAINING AND DEVELOPMENT FILES (STATE EMPLOYEES, CONTRACTORS, AND CUSTOMERS) A record of presentation or course material developed and gathered for use in training for state employees, contractors and customers. May include reference material, outlines, handouts, notes, evaluations, overheads, videos, computerized presentations and related documentation.	Department*	admin purpose served	1 yr	GS 22004
TRAINING FILES--GENERAL PUBLIC Information used to conduct training or orientation sessions, or to provide information to the University's public customers. May include: training announcements, registration information, reference material, outlines, handouts, notes, evaluations, videos, presentation material, and trainings given to special client and stakeholder groups. NOTE: This series does not apply to any training that results in the issuance of a required certificate or license.	Department*	until superseded or obsolete	0	GS 05007
UNIVERSITY CONFERENCES AND SEMINARS A record of information used to organize and conduct conferences, seminars, and similar events. May include preparation material, registration, and confirmation records, flyers and/or brochures, presentation material, and other related documentation. NOTE: This series is relevant to conferences that the University presents, not conferences conducted by another agency, nor does it include training where a certficate is provided. This series does not include fiscal records or conferences which are grant- or contract-funded.	Department*	end of event	3 yrs	GS 22005

90.01_Property_Management_Records.htm

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Title Property Management Records
Record Series Title--Function/Purpose	Location (*Official Copy)	Cutoff	Retention Period	Disposition Authority No.	Remarks
EQUIPMENT MAINTENANCE AND REPAIR RECORDS Records documenting service and repairs to University equipment, excluding motor vehicles. May include maintenance and repair orders, copies of fiscal documents such as requisitions, purchase orders and vouchers, warranties, manuals, and related materials.	Department*	disposition of item	3 yrs	GS 16006
FEDERAL EXCESS PROPERTY FILE Provides a record of requests for federal excess property, using the temporary (for use during the course of a grant contract) or permanent transfer of federal property to WSU. Includes the Federal Excess Property Request (WSU 1303) and SF-122, Transfer Order -- Excess Personal Property.	Sponsored Programs Services* Department	item disposed of (permanent transfer) O termination of contract (temporary transfer) FY	6 yrs R 3 yrs 2 yrs	11-12-63485 11-12-63485 11-12-63486
INVENTORY CONTROL REPORT (WSU 1033) Provides a record of changes in the department's equipment inventory.	Property Inventory* (OPR) Transferring Department Recipient Department	fiscal year fiscal year fiscal year	5 yrs 2 yrs 2 yrs	11-12-63492 Secondary copy under 11-12-63492 Secondary copy under 11-12-63492
MOTOR VEHICLE MAINTENANCE, REPAIR AND DISPOSITION RECORDS Records documenting service, repairs, and disposition of motor vehicles assigned to or owned by WSU. May include maintenance orders and logs, copies of fiscal documents such as requisitions, purchase orders, vouchers, warranties, manuals, and related materials.	Department*	disposition of vehicle	6 yrs	GS 16007
SUPPLIES, COMMODITIES AND PARTS DISBURSEMENT RECORDS Records documenting the disbursement of office supplies, commodities, parts, and other expendable materials.	Department*	fiscal year	6 yrs	GS 16005
SUPPLIES, COMMODITIES AND PARTS INVENTORIES Running inventories used to manage stocks of expendable materials such as office supplies, parts and other expendable supplies, describing the materials and indicating current stock balances.	Department*	fiscal year	6 yrs	GS 16004
SURPLUS PROPERTY REPORT (WSU 1423) Provides a record of changes in the department's equipment inventory for items sent to Surplus Stores.	Surplus Stores* (OPR) Transferring Department Recipient Department	fiscal year fiscal year fiscal year	5 yrs 2 yrs 2 yrs	11-12-63492 Secondary copy under 11-12-63492 Secondary copy under 11-12-63492

90.01_Payroll_and_Personnel_Records.htm

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Title Payroll and Personnel Records
Record Series Title--Function/Purpose	Location (*Official Copy)	Cutoff	Retention Period	Disposition Authority No.	Remarks
ANNUAL REVIEW OF FACULTY Evaluation of job performance.	Human Resource Services* Dean Department	termination of employment fiscal year fiscal year	6 yrs 3 yrs 3 yrs	11-12-63535 Secondary copy under 11-12-63535 Secondary copy under 11-12-63535
APPLICATIONS/RESUMES RECEIVED--NOT SOLICITED OR INTERVIEWED Any non-solicited request for job consideration, not interviewed.	Department*	date of document	6 mos	GS 03022
APPOINTING AUTHORITY FOR FACULTY, ADMINISTRATIVE PROFESSIONAL, AND CLASSIFIED EMPLOYEES Letters of delegation to employees who are authorized to sign employment forms.	Human Resource Services* (OPR) President Department	until superseded until superseded until superseded	6 yrs 0 yrs 0 yrs	11-12-63537 Secondary copy under 11-12-63537 Secondary copy under 11-12-63537
COMMUTE TRIP REDUCTION DOCUMENTATION University Commute Trip Reduction Program administration documentation, including bonus voucher certification forms, registration forms, incentives, parking tracking files, and other records pertaining to the program, as applicable to the campus.	Campus Parking Services Office*	fiscal year	6 yrs	GS 03037
COURSE EVALUATION SUMMARIES Compilation of appraisals and comments from individual course/instructor evaluations.	Department*	fiscal year	3 yrs	11-12-63538
COURSE/INSTRUCTOR EVALUATIONS A record of individual student or participant evaluations of content and presentation of a course.	Department*	fiscal year	1 yr	11-12-63540
DAILY ACTIVITY REPORTS, TIME CLOCK CARDS, AND ALTERNATIVE TIME/PIECE RECORDS Used by positive pay employees to record hours of work or completed pieces. An individual record may be either a Daily Activity Report, a time clock card, or a Human Resource Services approved alternative time/piece record.	Department* (OPR)	fiscal year	6 yrs	11-12-63541
DEPARTMENT'S EMPLOYEE FILE Provides a secondary copy of employee personnel record folders for department reference. May include copies of applications, resumes, employment contracts, training documentation, safety-related documentation, memoranda, and other documents related to personnel history of University employees. (NOTE: Human Resource Services holds the official copy of the Personnel Record Folders for University employees.)	Department*	termination of employment	2 yr	11-12-63542
DEPARTURE NOTICE Notifies the Radiation Safety Office and/or Environmental Health and Safety Office of an impending departure of a user of hazardous and/or radioactive chemicals or materials.	Radiation Safety Office* or Environmental Health and Safety* Department	termination of employment termination of employment termination of employment	2 yrs 2 yrs 1 yr	11-12-63544 11-12-63544 11-12-63545
EMPLOYEE PERFORMANCE EVALUATION SUPPORTING DOCUMENTS Documentation gathered by an employee's supervisor in preparation for each employee's performance evaluation. May include notes regarding training and employee development; performance notes; job assignments; and other related documentation. Note: If this file contains any secondary copies of documents found in the official Personnel Record Folder (retained by HRS), reviewer may discard such copies when the administrative purpose has been served. Must be destroyed when evaluation is completed.	Reviewer	evaluation	0	GS 03024
EMPLOYEE PERFORMANCE EVALUATIONS Evaluations of classified employee work performance, prepared by his or her supervisor on a regular schedule.	Human Resource Services* Reviewer Department	next evaluation evaluation evaluation	3 yrs 3 yrs 3 yrs	GS 03002 11-12-63546 11-12-63547
EMPLOYEE RECOGNITION/APPRECIATION CEREMONIES OR AWARDS A record of University- or department-wide employee recognition efforts and events to include meeting minutes, plans, awards, location, details of events and copies of expenditure records.	Department*	ceremony or award	2 yrs	GS 03021
EMPLOYEE RECRUITMENT FILES (SEARCH FILES) Documentation of the entire process used in recruiting and hiring new employees, including applications. May include background checks or criminal history records requests.	Department*	position filled	3 yrs	GS 03012
EMPLOYEE TRAINING HISTORY FILES Records of an employee's training history, including employee's name and identifying information, courses registered for and completed, and course completion dates. (May be retained in database format.)	Human Resource Services* OR Department*	termination of employment	6 yrs	02-10-60463 revision 1
EMPLOYMENT ELIGIBILITY VERIFICATION DOCUMENTS / I-9 FORMS Documents used to verify employment eligibility within the United States. May include federal I-9 forms;passport copies; copies of valid driver's licenses; copies of certificate of naturalization and supporting documentation. (See 8 CFR 274a.2.)	Human Resource Services*	date of hire O termination of employment	3 yrs R 1 yr	GS 03036
EMPLOYMENT RECORD REQUEST (WSU 1238) To request leave and benefits records from former state employers.	Human Resource Services* (OPR) Department	termination of employment termination of employment	6 yrs 0	11-12-63550 11-12-63551
EVALUATIONS/ADMINISTRATIVE AND PROFESSIONAL STAFF Provides a record of evaluation of an employee's performance, prepared by his or her supervisor on a regular schedule.	Human Resource Services* Department	evaluation evaluation	3 yrs 3 yrs	GS 03002 11-12-63552
EXIT INTERVIEW, PERSONNEL Documentation of information gathered during an exit interview with a terminating employee.	Department*	calendar year	6 yrs	GS 03040
EXPENSE ASSIGNMENT ACTION (WSU 1260) Used for temporary changes in account assignment of personnel charges.	Position Control* Payroll Dean/Director Department	fiscal year fiscal year until superseded until superseded	2 yrs 2 yrs 0 0	11-12-63553 11-12-63554 11-12-63555 11-12-63556
GRADUATE FACULTY APPOINTMENT FILES Provides a record of department appointments of faculty members to graduate faculty assignments. Files may include ballots, vita, and Admittance to Graduate Faculty forms.	Graduate School* Department	graduate faculty assignment ends ballot outcome reported to Grad School	1 yr 1 yr	11-12-63557 11-12-63558
HIPAA SECURITY AGREEMENT Provides a record of client confidentiality and security agreement signed by health care personnel, e.g., clinic personnel. (45CFR164.316(b)(2)(i))	Department*	termination of employment	6 yrs	11-12-63559
LEAVE REPORT (WSU 1126) Used to record leave activity for faculty and administrative professional personnel. NOTE: The record copy of this file is maintained by the employing department until termination of employment. At termination of employment the file is sent to HRS for audit.	Payroll* (OPR) (pay-affecting only) Human Resource Services* Department*	termination of employment audit termination of employment	6 yrs 5 yrs 0	11-12-63560 11-12-63561 11-12-63562
LEAVE REPORT FOR EXCEPTED CLASSIFIED EMPLOYEES (WSU 1300) Used to record attendance and leave for overtime-ineligible (excepted) classified employees. The record copy of this file is maintained by the employing department until termination of employment. At termination of employment the file is sent to HRS for audit.	Payroll* (OPR) (pay-affecting only) Human Resource Services* Department*	termination of employment audit termination of employment	6 yrs 5 yrs 0	11-12-63563 11-12-63564 11-12-63565
NONSERVICE PAY AUTHORIZATION (WSU 1314) Authorizes pay to WSU Fellows, trainees, interns or other nonservice positions.	Accounts Payable* (OPR) Financial Aid Department	fiscal year fiscal year fiscal year	6 yrs 2 yrs 2 yrs	11-12-63566 11-12-63567 11-12-63568
PAYROLL DEDUCTION FORMS Used to authorize deductions from payroll.	Department*	last authorized deduction	6 yrs	11-12-63569
PAYROLL EXPENDITURE AUDIT REPORT Department personnel download payroll expenses indicating status of payroll records that will generate the next payroll. Allows department correction and Payroll followup.	Payroll* (maintained on mainframe or tape) Department	calendar year fiscal year	4 yrs 2 yrs	11-12-63570 11-12-63571
PERSONNEL ACTION (WSU 1097) Used to authorize personnel transactions and communicate employment status of appointed employees to Human Resource Services.	Human Resource Services* (OPR) Payroll Benefit Services Department	termination of employment termination of employment termination of employment until superseded	6 yrs 6 yrs 1 yr 0	11-12-63572 11-12-63573 11-12-63574 11-12-63575
PERSONNEL COMPLAINTS SUPPORTING DOCUMENTS Backup information and documents used to prepare personnel complaint reports filed against or by state employees. (NOTE: If the complaint is unsubstantiated, follow the retention period in the following records series: Personnel Complaints, Exonerated, Non-Represented Employees or Personnel Complaints, Exonerated, Represented Employees.)	Human Resource Services* Department	final determination report filed	2 yrs 2 yrs	11-12-63576 11-12-63576
PERSONNEL COMPLAINTS, EXONERATED, NON-REPRESENTED EMPLOYEES Personnel complaints filed against or by non-represented state employees in which the complaint proved to be unsubstantiated. Note: Information regarding employee misconduct that is determined to be false and in all situations where the employee has been fully exonerated of wrongdoing shall be promptly destroyed, unless the employee requests that the information be retained, or it is related to pending legal action or legal action is expected to result. (See 42.06.450 RCW.) (This series does not include complaints related to discrimination or harassment. Records of complaints of this nature are retained by the Office for Equal Opportunity.)	Human Resource Services* Department	fully exonerated	0	GS 03006
PERSONNEL COMPLAINTS, UPHELD, NON-REPRESENTED EMPLOYEES Personnel complaints filed against or by non-represented state employees. May include documentation, filing forms, backup information, recommendations, resolutions, and related memoranda and correspondence. NOTE: This series does not include complaints related to discrimination or harassment. (Records of complaints of this nature are retained by the Office for Equal Opportunity.)	Human Resource Services* Department	final determination	6 yrs	GS 03005
PERSONNEL COMPLAINTS, EXONERATED, REPRESENTED EMPLOYEES Personnel complaints filed against or by represented state employees in which the complaint proved to be unsubstantiated. NOTE: Some collective bargaining agreements require complaints to be removed from an employee's file upon exoneration, although the agency is not required to dispose of the records at that time. This retention schedule establishes the retention period for such records by the agency. If the collective bargaining agreement covering the agency's employees provides for a different retention period than this schedule, the agency shall request approval of a unique schedule for those records. (This records series does not include complaints related to discrimination or harassment. Records of complaints of this nature are retained by the Office for Equal Opportunity.)	Human Resource Services* Department	final determination	3 yrs	GS 03043
PERSONNEL COMPLAINTS, UPHELD, REPRESENTED EMPLOYEES Personnel complaints filed against or by represented state employees. May include documentation, filing forms, backup information, recommendations, resolutions, and related memoranda and correspondence. NOTE: If the collective bargaining agreement covering the agency's employees provides for a different retention period than this schedule, the agency shall request approval of a unique schedule for those records. (This records series does not include complaints related to discrimination or harassment. Records of complaints of this nature are retained by the Office for Equal Opportunity.)	Human Resource Services* Department	final determination	6 yrs	GS 03044
PERSONNEL RECORD FOLDERS Documentation related to an employee's University employment history, including: application, resume, Biographical Data Sheets, position held, assignment(s), Personnel Action Forms, attendance, leave, telecommuting agreements, employee profiles, management development and performance plan, memoranda and correspondence, professional leave documentation, and other documents relating to the personnel history of a University employee. NOTE: At the end of the retention period, the following items are transferred to the records series titled "Personnel Record Folders--Long-Term Retention," DAN #11-12-63578: Appeals/hearings determinations, settlement agreements, Biographical Data Sheets, discontinuation notices--final, faculty questionnaires, presumption of resignation letters, resignation letters, resumes/vitae, retirement letters, and tenure/promotion letters.	Human Resource Services*	termination of employment	6 yrs	11-12-63577	Essential
PERSONNEL RECORD FOLDERS--LONG-TERM RETENTION* Documentation related to an employee's University employment history requiring a longer retention period than that assigned to "Personnel Record Folders," DAN #11-12-63577. May include: Appeals/hearings determinations, settlement agreements, Biographical Data Sheets, discontinuation notices--final, faculty questionnaires, presumption of resignation letters, resignation letters, resumes/vitae, retirement letters, and tenure/promotion letters.	Human Resource Services*	termination of employment	40 yrs	11-12-63578
POSITION ACTION/POSITION REVIEW REQUEST (WSU 1162) Records positions authorized, source of funds, related position attributes. Used to request classification or reclassification and other changes in position attributes.	Position Control* Human Resource Services (for PRRs) Payroll Dean/Director Department	fiscal year abolish position fiscal year until superseded until superseded	2 yrs 1 yr 2 yrs 0 0	11-12-63579 11-12-63580 11-12-63581 11-12-63582 11-12-63583
POSITION DESCRIPTION (WSU 1360) Used to describe the job functions of a vacant position for reclassification purposes.	Human Resource Services* Position Control Department	abolish position fiscal year until superseded	1 yr 2 yrs 0	11-12-63584 11-12-63585 11-12-63586
POSITION IDENTIFYING DESCRIPTION CHANGES (WSU 1265) A record of changes in position description when that is the only action required.	Position Control* Department	until superseded until superseded	0 0	11-12-63587 11-12-63588
POSITION QUESTIONNAIRE Provides a description of the job functions of an employee seeking position reclassification.	Human Resource Services* Department	abolish position until superseded	1 yr 0	11-12-63589 11-12-63590
POSITION ROSTER Record generated from Position Control files of department allocation.	Department*	fiscal year	2 yrs	11-12-63591
POSITIVE PAY REPORT Documents previous pay period payments.	Payroll*	fiscal year	4 yrs	11-12-63592
PRESENTATION/TRAINING DEVELOPMENT FILES A record of presentation or course material developed and gathered for use in training. May include reference material, outlines, handouts, notes, evaluations, overheads, videos, computerized presentations, etc.	Department*	admin. purpose served	0	11-12-63593
REQUEST FOR POSITIVE PAY REPORT (WSU 1256) Used to request pay for hours or pieces missed on Unit Pay Report.	Payroll* Department	fiscal year fiscal year	2 yrs 2 yrs	11-12-63595 Secondary copy under 11-12-63595
REQUEST FOR TEMPORARY SCHEDULE CHANGE Provides a record of employee requests for temporary schedule changes. NOTE: At termination of employment, this record series is submitted to HRS along with the employee's Time Report file.	Human Resource Services* Department	audit termination of employment	6 yrs 0	11-12-63596 11-12-63597
SHARED LEAVE--DONOR RECORDS Documentation of the receipt and return of shared leave. Includes donation information. Also includes career shared leave.	Human Resource Services* Department	termination of employment no longer needed	6 yrs 0	11-12-63598 11-12-63599
SHARED LEAVE--RECIPIENT RECORDS Documentation of the receipt and return of shared leave. Includes donation information. Also includes career shared leave.	Human Resource Services* Department	termination of employment no longer needed	6 yrs 0	11-12-63600 11-12-63601
TEMPORARY EMPLOYEE DEPARTMENTAL FILES Documentation related to a temporary employee's departmental employment history. Files include but are not limited to: Conditions for Temporary Employment, Temporary Employment Application (for individuals who are hired), and Temporary Employee Orientation Checklist.	Department*	termination of employment	1 yr	11-12-63543
TEMPORARY EMPLOYMENT APPLICATION--NOT HIRED (WSU 1251) Used by prospects to apply for temporary employment. (Candidate not hired by WSU.)	Department*	position filled	0	11-12-63602
TENURE/PROMOTION EVALUATION DOCUMENTS (denied candidates) Includes evaluations, ballots, and resumes used to determine award of faculty tenure and/or promotion. Includes actual tenure and/or promotion consideration as well as third-year and/or promotion review.	Human Resource Services* Dean Department	termination of employment denial denial	35 yrs 3 yrs 3 yrs	11-12-63603 11-12-63604 11-12-63605
TENURE/PROMOTION EVALUATION DOCUMENTS (successful candidates) Includes evaluations, ballots, and resumes used to determine award of faculty tenure and/or promotion. Includes actual tenure and/or promotion consideration as well as third-year and/or promotion review.	Human Resource Services* Dean Department	award award award	6 yrs 3 yrs 3 yrs	11-12-63606 11-12-63607 11-12-63608
TENURE/PROMOTION SUPPORT DOCUMENTS (denied candidates) May include manuscripts, artwork, slides, or other items used to determine award of faculty tenure and/or promotion. Includes actual tenure and/or promotion consideration as well as third-year and/or promotion review. May be returned to the dean and then to the candidate at the discretion of Provost's Office.	Human Resource Services*	denial	6 yrs	11-12-63609
TENURE/PROMOTION SUPPORT DOCUMENTS (successful candidates) May include manuscripts, artwork, slides, or other items used to determine award of faculty tenure and/or promotion. Includes actual tenure and/or promotion consideration as well as third-year and/or promotion review. Returned to the dean and then to the candidate after award.	Provost's Office*	award	0	11-12-63610
TIME REPORT (WSU 1010) Used to record attendance, leave, and overtime for overtime-eligible faculty, administrative professional, and classified employees. NOTE: The record copy of this file is maintained by the employing department until termination of employment. At termination of employment the file is sent to HRS for audit.	Payroll* (OPR) (pay-affecting only) Human Resource Services Department*	termination of employment audit termination of employment	6 yrs 5 yrs 0	11-12-63611 11-12-63612 11-12-63613
TRAINING COURSE INFORMATION RECORDS Memoranda, flyers, announcements, catalogs, and other records related to specific training courses including information on course content, program registration, instructor, credits and hours.	Department*	until superseded or obsolete	0	GS 22001
VOLUNTEER FILES Applications, agreements, L & I forms, and other information pertaining to volunteers.	Department*	termination of service	6 yrs	GS 03017	Essential

90.01_Mail_Services_Records.htm

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Title Mail Services Records
Record Series Title--Function/Purpose	Location (*Official Copy)	Cutoff	Retention Period	Disposition Authority No.	Remarks
MAIL DELIVERY AND RECEIPT Records documenting the agency's incoming and outgoing physical mail (letters, packages, etc.). Includes, but is not limited to: - Certified/registered/insured mail logs and return receipts; - Postage meter logs/reports; - Private ground delivery registers/receipts (UPS, Federal Express, etc.); - Signed pick-up and delivery receipts; - United States Postal Service (USPS) forms (certificate of bulk mailing, etc.). Note: Contracts/agreements/permits relating to mailing services and equipment are covered by GS 01050: Contracts and Agreements.	Campus Mailing Services*	fiscal year	6 yrs	GS 13003 Rev. 1

90.01_Library_Services_Records.htm

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Title Library Services Records
Record Series Title--Function/Purpose	Location (*Official Copy)	Cutoff	Retention Period	Disposition Authority No.	Remarks
CATALOG Records describing the library information sources owned by the University.	Campus Libraries*	no longer needed	0	GS 15021	Essential
CIRCULATION Records relating to the borrowing, lending, and returning of items in the library's collection. Includes, but is not limited - Item circulation history; - User/patron records (applications for membership, borrower registration, - Parent/guardian permissions). Excludes interlibrary loans covered by GS 15023 (Collection Control--General) or GS 15025 (Special Collections).	Campus Libraries*	no longer needed	0	GS 15022
COLLECTION CONTROL--GENERAL Records documenting the physical control of the library's collection. Includes, but is not limited to: - Accession and deaccession (discard) of items; - Interlibrary loans; - Shelf list/inventory of holdings. - Excludes special collections covered by GS 15025. Note: Agreements relating to bequests are covered by GS 01050 (Contracts and Agreements).	Campus Libraries*	fiscal year	6 yrs	GS 15023	Essential
COLLECTION CONTROL--SPECIAL COLLECTIONS Records documenting the physical control of the library's special collections (archival, manuscript, rare books, etc.). Includes, but is not limited to: - Accession and deaccession (discard) of items; - Interlibrary loans; - Shelf list/inventory of holdings. Note: Agreements relating to bequests are covered by GS 01050 (Contracts and Agreements).	Campus Libraries*	no longer needed	0	GS 15024	Archival Essential
SPECIAL COLLECTIONS Items in the library's special collections, including, but not limited to: - Archival collections; - Manuscripts; - Rare books.	Campus Libraries*	no longer needed	0	GS 15025	Archival

90.01_Legal_Files.htm

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Title Legal Files
Record Series Title--Function/Purpose	Location (*Official Copy)	Cutoff	Retention Period	Disposition Authority No.	Remarks
ATTORNEY GENERAL LETTERS, INFORMAL OPINIONS AND CORRESPONDENCE University copies of correspondence with the Office of the Attorney General. May include "Informal Attorney General Opinions." Does not include the Attorney General's copy of this correspondence.	Department*	date of document	6 yrs	GS 18002	Archival (appraisal required)
ATTORNEY GENERAL OPINIONS A record of published, formal opinions on legal matters directly relating to the activities of the University. Does not include the Attorney General's copy.	Department*	date of document	6 yrs	GS 18001	Archival (appraisal required) Possibly Essential
ATTORNEY GENERAL'S CASE FILES--UNIVERSITY COPY University copies of case files under the jurisdiction of the Attorney General's Office, collected and maintained to document the University's role with regard to any legal issue. May include copies of: background information, lawsuit documentation, correspondence, pleadings, appeals, court orders, University department working files, and related documentation.	Department*	case resolved and appeal period expired and admin purpose served	0	GS 18004
COURT ORDERS SERVED ON THE UNIVERSITY (NOT PARTY TO LITIGATION) Records relating to subpoenas and summonses served on the University, where the University is not a party to the litigation. Includes, but is not limited to: - Personnel/staff summonses; - Subpoenas for University records. Excludes records where the University is a party to the litigation or claim, which are covered by GS 18004 (see above) or GS 18005 (see below).	Department*	no longer needed	0	GS 18006
LEGAL ISSUE FILES Files on legal issues of concern to the University. Interpretations of laws and policies, studies, reports, correspondence, copies of legal documents, and other materials pertaining to specific issues. Does not include litigation files or other legal files.	Department*	issue resolved	6 yrs	GS 18003	Archival (appraisal required) Possibly Essential
NON-ATTORNEY GENERAL LEGAL CASE FILES Litigation and case files with no Attorney General involvement.	Department*	case resolved	6 yrs	GS 18005

90.01_Information_Services_Records.htm

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Title Information Services Records
Record Series Title--Function/Purpose	Location (*Official Copy)	Cutoff	Retention Period	Disposition Authority No.	Remarks
AUDIT TRAIL FILES Data generated during the creation of a master file or database, used to validate a master file or database during a processing cycle.	Department*	3 backup cycles	0	GS 14020
COMPUTER RUN SCHEDULING RECORDS Records used to schedule computer runs, including daily schedules, run reports, run requests, and other records documenting the successful completion of a run.	Department*	creation	30 days	GS 14015
COMPUTER USAGE FILES Electronic files or automated logs created to monitor computer system usage, including, but not limited to, log-in field system usage files, charge-back files, data entry logs, and records of individual computer program usage.	Department*	date of document	6 mos	GS 14013
DATA DOCUMENTATION Records created during systems development or modification and used to access, retrieve, or manipulate data. Data documentation may include, but is not limited to, data element dictionaries, file layouts, and code books.	Department*	disposition of data	1 yr	GS 14003	Possibly Essential
DATA OR DATABASE DICTIONARY REPORTS Periodic printouts from a data or database dictionary system, including data element attribute reports, database schema, and related records used for reference purposes.	Department*	until superseded	0	GS 14025
DATA PROCESSING OPERATING PROCEDURES Records of procedures for data entry, computer equipment operation, production control, tape library, system backup, and other aspects of a data processing operation.	Department*	until superseded or discontinued	1 yr	GS 14007	Possibly Essential
DATA PROCESSING UNIT'S COPIES OF OUTPUT REPORTS Copies of output reports produced for clients.	Department*	acceptance by client	0	GS 14021
DESTRUCTION (SCRATCH) REPORTS Records documenting the destruction of electronic files stored in a tape library.	Department*	until superseded or fiscal year	0 1 yr	GS 14024
FINDING AIDS, INDEXES AND TRACKING SYSTEMS Electronic indexes, lists, registers and other finding aids used to provide access to hard copy or electronic records.	Department*	disposition of indexed data	0	GS 14023	Possibly Essential
INFORMATION TECHNOLOGY ASSISTANCE REQUESTS Documentation of all requests for technical assistance, including help desk requests, and the responses to those requests, as well as information on the use of computer equipment for program delivery, security and other purposes.	Department*	date of document	1 yr	GS 14029
INFORMATION TECHNOLOGY PROJECT PLANNING AND DOCUMENTATION Documentation of projects. May include program management plans, information technology proposal documentation, meeting documentation, project planning, assessment, conversion, test planning and results, implementation, contingency plans, and certification records.	Department*	termination of project	6 yrs	GS 14037
INPUT DOCUMENTS Copies of record or copies of forms designed and used solely for data input and control, when the original records have been retained.	Department*	data input and necessary verification	0	GS 14016
NETWORK CIRCUIT FILES Automated or paper records containing information on network circuits used by the University, including circuit number, vendor, cost per month, type of connection, software, contact person, and other relevant information. Records used to plan and implement a network and documentation of data communication service, installation or repair, including work orders, correspondence, memoranda, work schedules, and copies of building and circuit diagrams, and copies of related fiscal records.	Department*	circuit no longer in use	0	GS 14031
NETWORK USAGE FILES Electronic files or automated logs created to monitor the use of the University's network by its customers or network/Internet usage by its employees, including, but not limited to, log-in records, security logs, and system usage files.	Department*	scheduled review/audit OR 3 backup cycles	0	GS 14032
NETWORK USAGE SUMMARY Summary reports and other records created to document computer usage for reporting or other purposes.	Department*	date of document	1 yr	GS 14033
OPERATING SYSTEM/HARDWARE CONVERSION PLAN Records relating to the replacement of equipment or computer operating systems.	Department*	plan implementation complete	6 mos	GS 14009	Possibly Essential
PROGRAM LISTING AND SOURCE CODE Source code that is compiled to generate the machine language instructions used to operate an automated information system. Destroy remaining codes 1 year after discontinuance of system.	Department*	code is modified or replaced	2 update cycles plus 1 yr	GS 14004	Essential
SERVER LOGS Provides a record of server functions. May include, but is not limited to: system processes, access logs, process tracking, error messages, logs related to any special server functions or roles.	Department*	daily	1 month	11-12-63649
SITE AND EQUIPMENT SUPPORT FILES Records documenting support and maintenance services provided to specific data processing equipment or installations, including site visit reports, program and equipment service reports, service histories, and related correspondence and memos.	Department*	disposition of equipment	1 yr	GS 14026
SOFTWARE INVENTORY AND REGISTRATION FILE Provides a record of computer software programs with version, manufacturer, and purchase order information updated as needed, and software license registration cards for proof of purchase.	Department*	software disposed of	0	11-12-63516
SOFTWARE REVIEW FILES Records related to the review and recommendation of software for University use, including vendor information, manuals, software reviews, and related material.	Department*	software no longer in use	0	GS 14028
SUMMARY COMPUTER USAGE REPORT Summary reports and other paper records created to document computer usage for reporting or cost recovery purposes.	Department*	creation	6 mos	GS 14014
SUMMARY OF EXTRACTED DATA FILES Summary or aggregate data from a master file or database created solely to distribute data to individuals or program units for reference and use, but not altered or augmented to support program specific needs.	Department*	data distributed	0	GS 14022
SYSTEM AND DATABASE BACKUP FILES Copies of system files and databases, application software, logs, directories and other records needed to restore a system and its data in the event of system or data loss. Includes records of the location and status of backup copies.	Department*	3 backup cycles	0	GS 14011	Essential
SYSTEM DOCUMENTATION Records documenting the use, operation and maintenance of the University's automated information system, including but not limited to user manuals, system requirements for software, hardware and the operating system, hardware configurations and equipment control systems.	Department*	after hardware or software is discontinued, but not before data is migrated to a new system	0	GS 14008	Possibly Essential
SYSTEM SPECIFICATIONS User and operational documentation describing system operations, including, but not limited to, system documentation records, user guides, system flowcharts, and input/output specifications.	Department*	disposition or transfer of system data to new system	1 yr	GS 14002	Possibly Essential
SYSTEM USERS ACCESS FILES Electronic or textual records created to control or monitor individual access to a system and its data. Created for security purposes, including, but not limited to, user account records and access authorization files.	Department*	termination of user account	2 yrs	GS 14012	Possibly Essential
SYSTEMS AND APPLICATIONS DEVELOPMENT Records created and used to develop, redesign or modify an automated system or application, including, but not limited to, user requirements, status reports, and correspondence.	Department*	disposition or transfer of system data to new operating environment	1 yr	GS 14001	Possibly Essential
TECHNICAL PROGRAM DOCUMENTATION Documentation of program code, flowchart, maintenance log, system change notices, and other records documenting functions of and modifications to computer programs.	Department*	authorized retention of the data	1 yr	GS 14005	Essential
TEST DATA BASE FILES Routine or benchmark data sets, related documentation, and test results constructed or used to test or develop a system.	Department*	no longer needed, but not before acceptance of test results	0	GS 14006
VALID TRANSACTION FILES Records used to update and/or document a transaction in a database or master file, including, but not limited to, valid transaction files, DBMS files, and similar records. These records are not retained to document a program unit action or for audit purposes.	Department*	3 backup cycles	0	GS 14018
WORK OR INTERMEDIATE FILES Records used to facilitate the processing of a specific job or run, or used to create, update, modify, transfer, manipulate, or sort data within an automated system when all transactions are captured in a master file, valid transaction file or database, in cases where the file is not required to provide an audit trail.	Department*	completion of transaction	0	GS 14017

90.01_Accounting-Fiscal_Records.htm

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Title Accounting/Fiscal Records
Record Series Title--Function/Purpose	Location (*Official Copy)	Cutoff	Retention Period	Disposition Authority No.	Remarks
ACCOUNTS RECEIVABLE Documentation of charges and billing process for goods and/or services rendered. May include "determination of fees" documentation, work orders or service requests--could be in the form of field orders or invoice vouchers, logs of goods/services provided, receipts, billing statements, etc.	Department* (OPR)	fiscal year	6 yrs	GS 01016	Essential
BANK ACCOUNT REQUEST Requests authorization to establish a commercial bank account.	Controller* Dean Department	fiscal year fiscal year fiscal year	3 yrs 1 yr 2 yrs	11-12-63465 11-12-63466 11-12-63467
BANKING--ACCOUNTS AND TRANSACTIONS Records relating to the University's banking activities and documenting its banking transactions. Includes, but is not limited to: - Deposits and withdrawals (including Electronic Funds Transfers (EFT), International Money Transfers (IMT), Automated Clearing House (ACH)); - Statements (e.g., bank, dividend, investment) and reconciliations; - Records documenting the status of and adjustments to accounts; - Checks and warrants issued by the agency (if returned by bank); - Checks returned by the bank due to non-sufficient funds (NSF). Excludes deposited items covered by GS 01068: Banking--Deposited Items. Excludes master depository contracts covered by GS 01050: Contracts and Agreements.	Department* (OPR)	fiscal year	6 yrs	GS 01013 Rev. 1
BANKING--DEPOSITED ITEMS Negotiable instruments received by the University and deposited to the bank in a different format. Includes, but is not limited to, original paper checks/warrants imaged using Remote Deposit Capture (RDC) or Imaged Cash Letter (ICL), or returned by the bank after redemption; and images of checks/warrants created in lieu of depositing the original item (such as Imaged Cash Letter (ICL)). Excludes checks returned to University (due to insufficient funds) covered by GS 01013: Banking--Accounts and Transactions.	Department*	date of deposit	14 days	GS 01068
BILLING RECEIVABLES SYSTEM (BRS) Automated system (database) provides a record of charge transactions by non-University clients from University departments. Includes receivables, past-due and delinquent accounts, uncollected receivables, and write-offs. Departmental records include copies of invoice forms sent to clients.	University Receivables* (Computer output microfiche) University Receivables (digital media) Department	fiscal year fiscal year fiscal year	6 yrs 6 yrs 2 yrs	11-12-63468 11-12-63469 11-12-63470	Essential
BUDGET PREPARATION DOCUMENTS Requests for financial support and capital improvements. Used to document requests and collect related information.	Department*	fiscal year	4 yrs	11-12-63646
BUDGET STATEMENT Used to communicate financial status of University accounts.	General Accounting* (OPR) (microfiche) Department	fiscal year admin purpose served	6 yrs 0	11-12-63471 11-12-63472
CASH ADVANCE REQUEST (WSU 1060) Used to document a cash advance for work on grants or contracts.	Controller* Department	fiscal year fiscal year	2 yrs 2 yrs	11-12-63473 11-12-63474
CASH DEPOSIT REPORT (WSU 1223) Used to deposit monies into WSU accounts.	Controller* (OPR) Department	fiscal year fiscal year	6 yrs 2 yrs	11-12-63475 11-12-63476
CASH REGISTER RECONCILIATION RECORDS Provides a record of comparison and balancing of cash register receipts and adjustments with payments received. Includes daily reconciliation sheet, cash register tape, and all supporting documents.	Department*	fiscal year	6 yrs	11-12-63477
CASHIER RECEIPTS Documents transactions of money received by the WSU Controller. Includes Student Loan and Accounts Receipts and Accounts Receivable.	General Accounts* (OPR) Department	fiscal year fiscal year	6 yrs 2 yrs	GS 01010 11-12-63478	Essential
COMMUNICATIONS AND NETWORK SERVICES BILLING REPORT AND USAGE REPORT Notifies computer and telephone users of costs, allocations, and usage of each telecommunication and network service.	Information Technology* (OPR) (magnetic media) Department	fiscal year fiscal year	6 yrs 1 yr	11-12-63479 11-12-63480	Possibly Essential
CONTRACTS AND AGREEMENTS Instruments signed by the agency and one or more parties that set out terms and conditions to which the signing parties agree or submit. Includes, but is not limited to: - Interagency, intra-agency, and intergovernmental agreements; - Lease, escrow, and rental agreements; - Lending agreements (facility, equipment, vehicle); - Liability waivers (hold harmless, insurance, etc.); - Loan agreements (long-term debt, etc.); - Master depository contract (banking); - Personal service, client service, purchasing agreements; - Purchase and sales agreements (non-capital asset purchases only); - Vendor bonds; - Warranties. Excludes bond project loan agreements covered by GS 01069: Tax-Exempt Bonds.	Controller's Office* Purchasing Services*	termination or expiration of contract or agreement	6 yrs	GS 01050 Rev. 1	Essential
CREDIT CARD REFUND VOUCHER (WSU 1381) Used to record all refunds (except internal) for purchases charged to a credit card.	Department* or Controller*	fiscal year	6 yrs	11-12-63481	Possibly Essential
CREDIT CARD TRANSACTION RECORDS-- ELECTRONICALLY-PROCESSED Provides a record of electronically-processed credit card payments and refunds from non-University clients. Includes electronically-processed swipe-transfer credit card machine transaction tapes and original individual sales receipts (for refund documentation).	Department* or Controller*	fiscal year	6 yrs	11-12-63482	Possibly Essential
EXPENDITURE TRANSFER REQUEST (WSU 1048) Used by budget administrator and Principal Investigator to transfer identifiable direct charges between funding sources.	Controller* Department	fiscal year fiscal year	6 yrs 2 yrs	11-12-63483 11-12-63484
GENERAL LEDGER WEEKLY AND MONTHLY DETAIL Weekly and monthly printout lists for specific subfunds of each transaction of current month that affects the general ledger.	General Accounts* Department	fiscal year fiscal year	0 yr 2 yrs	11-12-63487 11-12-63488
GIFT TRANSMITTAL AND ACKNOWLEDGMENT REFERENCE FILES Provides reference copies regarding the nature of gifts and their donor(s) routed from WSU units to WSU Foundation--Gift Accounting. May include reference copies of monetary and noncash gift transmittal and acknowledgment forms, golf tournament and auction monetary and noncash gift transmittal forms, and courier service process documentation. Copy of gift transmittal form is submitted to Controller when an in-kind gift.	Department Controller	submitted to WSU Foundation submitted to WSU Foundation	30 days 30 days	GS 09002 GS 09002
INFORMATION TECHNOLOGY COMPUTING INVOICE Provides a record of university server usage by user departments, including usage units, rates charged, and cost of each computing service.	Information Technology* (OPR) (magnetic media) Department	fiscal year fiscal year	6 yrs 1 yr	11-12-63489 11-12-63490
INTERDEPARTMENTAL STATEMENTS Provides a record of interdepartmental charges.	Department*	fiscal year	2 yrs	11-12-63491
INVOICE RECEIPTS (WSU 1054) Used to record all sales (except internal) and all collections of cash.	Cashier/Revenue* (OPR) Department	fiscal year fiscal year	6 yrs 2 yrs	11-12-63493 11-12-63494
JOURNAL VOUCHER Documentation for entering journal voucher transactions into the University's accounting system.	Department* (OPR) or Controller's Office* (OPR)	fiscal year fiscal year	6 yrs 6 yrs	GS 01006 GS 01006	Possibly Essential
MERCHANDISE CREDIT MEMORANDUM Credits a non-University customer account.	University Receivables* (OPR) Department	fiscal year fiscal year	6 yrs 2 yrs	11-12-63497 11-12-63498
PAST-DUE AND DELINQUENT ACCOUNTS NOTICES--PAYMENT NOT RECEIVED Provides a record of notices used by vendor departments to request immediate payment of outstanding balances from non-University clients and notify debtors of additional actions which may be taken if debts are not paid, when the University has not received payment from clients.	University Receivables* Department	write-off fiscal year	6 yrs 3 yrs	11-12-63499 Secondary copy under 11-12-63499
PAST-DUE AND DELINQUENT ACCOUNTS NOTICES--PAYMENT RECEIVED Provides a record of notices used by vendor departments to request immediate payment of outstanding balances from non-University clients and notify debtors of additional actions which may be taken if debts are not paid, when the University receives payment from clients. NOTE: If payment is not received, records are held under "Past Due and Delinquent Accounts Notices--Payment Not Received."	Department* University Receivables	fiscal year payment received	3 yrs 0	11-12-63500 Secondary copy under 11-12-63500
PETTY CASH RECORDS DOCUMENTATION Records activity of revolving imprest accounts used to make miscellaneous or emergency purchases.	Controller* (OPR) Department	fiscal year fiscal year	6 yrs 2 yrs	11-12-63501 11-12-63502
PROCEDURE NUMBER APPLICATION Assigns computing service procedure numbers to identify customers and bill for computing services.	Information Technology*	termination of number	1 yr	11-12-63503
REQUEST FOR SHIPMENT OF MERCHANDISE Documents returned merchandise to vendors, outgoing shipments, and misdirected parcels returned to Central Receiving.	Controller's Office* (OPR) Receiving Department	fiscal year fiscal year fiscal year	6 yrs 3 yrs 2 yrs	11-12-63506 11-12-63507 11-12-63508
REQUEST TO SERVE FOOD AT MEETINGS AND TRAINING SESSIONS Authorizes the use of University monies for the purchase of meals, coffee and light refreshments at meetings and formal training sessions that are official University business.	Controller* Department	fiscal year fiscal year	2 yrs 1 yr	11-12-63509 11-12-63510
REQUESTS AND APPROVALS FOR WRITE-OFF OF UNCOLLECTIBLE ACCOUNTS Provides a record of requests by University Receivables or vendor departments for approval to write off uncollectible accounts and signature approvals from appropriate expenditure authorities for the write-offs.	University Receivables* Department	fiscal year payment received or write-off	6 yrs 0	11-12-63511 Secondary copy under 11-12-63511
RISK ASSESSMENT CHECKLISTS Provides a record of identification, review, and management of risks that potentially affect University assets and resources. This documentation includes checklists from areas and supporting spreadsheets and/or calculations.	Business Services--General Accounting*	fiscal year	3 yrs	11-12-63512
RISK ASSESSMENT DOCUMENTATION Provides a record of identification, review, and management of risks that potentially affect area assets and resources. This documentation includes checklists from departments and supporting spreadsheets, calculations, and/or documentation. These records provide the data for the checklists submitted to Business Services--General Accounting.	Area Administrator*	fiscal year	3 yrs	11-12-63513
SERVICE CENTER APPLICATION (WSU 1272) Used to request approval to charge for goods, services and/or use of equipment.	Controller* Department	fiscal year fiscal year	2 yrs 2 yrs	11-12-63514 11-12-63515
SPECIAL COURSE FEE REQUEST (WSU 1224) Used to request establishment of special course fees to pay for goods and services not provided by state appropriated funds or general student fees.	University Receivables* Department	fee termination fee termination	2 yrs 2 yrs	11-12-63517 11-12-63518
SUBCODE ACTIVITY AND BALANCE DETAIL Provides a record of accumulative receivables balances for the fiscal year. Reports are run from the Billing Receivables System (BRS) database and sent monthly to each vendor department as requested by the department.	Department*	until superseded	0	11-12-63519
UNCOLLECTED ACCOUNTS Provides a record of accounts over 90 days past due, which are sent to the University Receivables Collection Desk for action. NOTE: If payment is received, the record is then retained as a receivable and not as an uncollected account.	Collection Desk (University Receivables)* (OPR) Department	write-off write-off	6 yrs 0	11-12-63520 11-12-63521
WASHINGTON STATE UNIVERSITY INVOICE Records charge sales to non-University customers.	University Receivables* (OPR) Department	fiscal year fiscal year	6 yrs 2 yrs	11-12-63522 11-12-63523

90.03_Retention_of_Electronic_Communications.htm

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RECORDS
90.03
Revised 7-11
Procedures, Records, and Forms
335-2005

Records conveyed electronically are subject to University and departmental retention schedules. See 90.01. Electronic communication records may also be subject to public records requests, legal discovery, and audit review.

Electronic communication methods include, but are not limited to, e-mail, instant messaging, social networking (e.g., Twitter, blogs, wikis), and text messaging.

For retention purposes, electronic communications are consideredÂ methods of delivery rather thanÂ record types. Electronic communications, like conventional paper-based mail, can convey many kinds of records and messages. As such, electronic communications are to be managed by message content.

Management Responsibility

The University does not have a central process for managing electronic communication records, thus management responsibility resides with University staff and departments.

RETENTION OF ELECTRONIC COMMUNICATIONS

Personal Electronic Communications

If conditions specified in 20.37 are met, University employees may make occasional but limited use of University computers or accounts to briefly retain personal electronic communication messages unrelated to official University business.

Personally-Owned Computers or Personal Electronic Communications Accounts

University employees should not use personally-owned computers or personal accounts (e.g., non-University e-mail accounts) to retain official University business-related electronic communication messages.

When working from personally-owned computers, employees are encouraged to use remote desktop connections and retain official messages on University computers and accounts.

When it is necessary to generate an official message on a personally-owned computer or account, the employee is responsible for expediently moving the message to a University storage device or computer for retention.

NOTE: University business-related electronic communications stored on non-University computers or electronic communications accounts may be subject to public records requests, legal discovery, court-ordered production, audit review, and records retention requirements.

Social Networking Websites

When retention of authorized electronic communications is outside University control, e.g., retention of postings to social networking websites, departments must consider what other records need to be retained. E-mail confirmations of each post or comment are possible examples.

Departments must consider records retention issues when considering any agreements with vendors of social networking websites and when configuring settings for departmental social networking website accounts.

Electronic Communications That May Be Deleted When No Longer Needed

As described below, many electronic communications consist of transitory messages. As such, many electronic communications and attachments may be deleted when no longer needed.

Meeting notices and requests for meetings may be deleted when no longer needed.

Copies used for informational/reference purposes may be deleted when no longer needed.

Electronic communications records that have no administrative, legal, fiscal, or archival retention requirements may be deleted as soon as the messages have served their purpose. See "Administrative Materials With No Retention Value," in 90.01.12. Such records include:

Information-only copies, or extracts of documents distributed for reference or convenience, i.e., announcements or bulletins

Copies of published materials

Telephone message notifications

Preliminary drafts, unless a retention period is otherwise specified on an applicable records retention schedule

Transmittal memos

Reservations and confirmations

Copies of memoranda, bulletins, or directives of a general information and noncontinuing nature

Electronic communications records meeting the definitions included in "Reference Files," in 90.01.13 may be deleted when no longer needed. Such records include:

Reference files containing copies of correspondence, memoranda, copies of reports, studies, articles, reference copies of minutes, distribution lists, and other general reference information on office administrative issues and concerns, used to support administrative analysis, planning and development.

Electronic Communications To Be Retained

Electronic communications and attachments that contain record material must be retained in conformance with the applicable retention schedule. See 90.01.

The following types of electronic communications messages and attachments are likely to include records with specified retention periods:

Electronic communications that authorize some official action, transaction, or effort.

Electronic communications that support or explain a business transaction.

Documents that complete a business transaction.

Final reports or recommendations.

Documents relating to audit or legal issues.

Electronic communications in support of student class activity, e.g., assignments, class participation.

Official correspondence that does not fit in another records series. (Non-executive-level general office correspondence is to be retained for at least 30 days. See 90.01.12.)

Most executive records are retained for four years after the end of the current fiscal year. This includes official correspondence concerning policy issues, concerns, actions or issues. (NOTE: For purposes of this policy, officials with the status of dean or above are considered executives.) See 90.01.10-11.

PRIMARY RECORD HOLDER

It is important to determine who holds the primary record of a document for retention purposes. Reference or informational copies may be deleted when no longer required by the record holder (see above).

The retention schedule usually identifies the office responsible for retaining the official record copy. If the retention schedule does not provide sufficient guidance, refer to the following:

Ask how would this record be handled if it were a hard-copy transaction or letter. In such cases, the recipient is responsible for retaining the record copy.

If an electronic communication is sent to a large number of recipients, the sender is responsible for retention of theÂ electronic communication as well as the distribution list.

A draft of a policy is sent to a number of reviewers. The initiator of the draft is responsible for retaining the record copy.

An agenda or meeting minutes are sent to a number of attendees. The sender is responsible for retaining the record copy.

MANAGEMENT OF ELECTRONIC COMMUNICATION RECORDS

University departments and personnel may use one or more of the following methods to assure appropriate management of records with assigned retention periods.

Retain in Electronic Communication Application Format

Retain the message in the original electronic communication application format on the record holder's hard drive; removable digital media; or an external storage service or device. The original electronic communication application format is likely to capture and preserve all relevant metadata and attachments related to the record. Metadata is defined as data about data and may describe the content, time, date, author, and formatting of a message. Metadata may be used to aid in the storage, indexing, and retrieving of electronic records for public use.

NOTE: Printing and retaining a paper copy of an electronic communication is not a substitute for the electronic version, in accordance with WAC 434-662-040.

To facilitate retrieval, retention, and eventual disposal, the record holder could establish separate folders. Each folder could correspond to a specific scheduled records series.Â Electronic communications folders should be coordinated with any paper or other electronic filing systems that are in place.

Retain in Document Management System

Electronic communication messages may be retained in a document management system (DMS) or records management application (RMS). Such systems offer sophisticated control of electronic records, allowing integration of electronic communication messages within the total document environment of an organization. Such software offers single point access to a variety of formats, thus preserving the functionality of documents. NOTE: The DMS or RMS software must have the capability of capturing and preserving all relevant metadata and attachments related to the records.

Technology Changes

Many electronic communication messages must be retained longer than the original technology that was used to send, receive, or store them. Departments are responsible for ensuring that older electronic communication messages are migrated to newer technology.

PRIVACY

Employees are encouraged to review the privacy provisions of EP4, Electronic Communications Policy.

90.01_Administrative–General_Office_Operations.htm

Posted in:RECORDS

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Title Administrative--General Office Records
Record Series Title--Function/Purpose	Location (*Official Copy)	Cutoff	Retention Period	Disposition Authority No.	Remarks
ADMINISTRATIVE PLANS, WORKING FILES, REPORTS AND SURVEY RESULTS Plans, working files and reports resulting from routine administrative operations and projects. May include work plans, compiled survey results, charts, diagrams, statistics, reports, research materials, drafts, and other documentation related to management studies, non-fiscal audits, surveys, and planning studies.	Department*	date of document	2 yrs	GS 09006
CALENDARS--NONEXECUTIVE A record of appointments, meeting schedules, itineraries and task lists for the University's non-executive employees. Provides a day-by-day record of activities.	Department*	calendar year	1 yr	GS 09023
CHARITY FUNDRAISING Records documenting the University's coordination, participation, and support of fundraising campaigns and promoting employee payroll deductions for charities. Includes, but is not limited to, decision process for selecting charity campaigns to support; communication between the agency and charities;dissemination of charity information; arrangements and promotion of campaign events. Excludes authorization of payroll deductions covered by GS 01060: Payroll Register and GS01061: Payroll Register, Deductions.	Charity Fund Drive Campaign Coordinator*	fiscal year	6 yrs	GS 09021 Rev. 1
COMPLAINTS, POLICY OR PROCEDURAL Complaints filed by University employees or the public relating to a policy and/or its implementation, procedures, or business practices that are being followed. May include documentation, filing forms, backup information, recommendations, resolutions, and related memoranda and correspondence. NOTE: This records series does not include records related to personnel complaints (see the Payroll and Personnel Records table) or records of complaints related to improper governmental actions, which are retained by the Internal Auditor.	Department*	resolution	3 yrs	GS 09016
CORRESPONDENCE, GENERAL Routine correspondence concerning day-to-day office administration and activities. May include correspondence between other offices within the University, routine correspondence with other agencies, and correspondence with the public on routine matters. Note: This series does not include program correspondence (covered by GS 09022), or executive level correspondence (covered by GS 10007).	Department*	date of document	30 days	GS 09005 Rev. 1
CORRESPONDENCE--PROGRAM Internal and external communications to or from employees (includes contractors and volunteers), that are made or received in connection with the transaction of public business, and that are not covered by a more specific records series. Includes all communication types, regardless of format: - Correspondence, email, forms; - Websites, webforms, webpages, social networking posts and comments, etc.; Includes, but is not limited to: - Requests for and provision of information/advice; - University-initiated information/advice. Excludes: - Executive correspondence covered by GS 10007; - General correspondence covered by GS 09005; - Public records requests covered by GS 05001; - The provision of routine information covered by GS 50002. Note: Information/advice published online by the University continues to be "provided" until the date it is removed/withdrawn.	Department*	communication received or provided, whichever is later	2 yrs	GS 09022
DEPARTMENT COMMITTEE MINUTES Minutes and other records of the committees which function within the department contributing to the department's governance and management.	Department*	fiscal year	3 yrs	11-12-63647	Potential University Archives
DEPARTMENTAL PLANNING Administrative unit's goals and objectives. Provides reference for continued planning.	Department*	fiscal year	4 yrs	11-12-63648	Archival
ELECTRONIC COMMUNICATIONS RETENTION Electronic communications are methods of sending or receiving information, not types of records. Electronic communication methods include, but are not limited to, e-mail, instant messaging, social networking, and text messaging. Information generated or received on an electronic communication system needs to be managed according to the informational content of the message. Electronic communications messages that are public records must be identified, scheduled, and retained. (See 90.03.)
HISTORY FILES Documentation of the history and development of an office, program, or event. May include photographs, videotapes, newsletters, scrapbooks, or articles.	Department*	calendar year	5 yrs	GS 10013	Archival
INFORMATION--ROUTINE Internal and external requests for, and provision of, routine information about the operations of the University, such as: - Business hours, locations/directions, web/e-mail addresses; - Meeting dates/times	Department*	no longer needed	0	GS 50002
MINUTES AND FILES OF GENERAL OFFICE MEETINGS Minutes, agendas and meeting files from University staff meetings, internal committees, task force committees, and other internal University meetings which meet to coordinate activities, work out problems, serve as sounding boards, or as vehicles for communication.	Department* or Committee*	date of document	2 yrs	GS 09009
PLANS, ROUTINE Plans developed to guide routine administrative operations. May include work plans and plans for specific administrative projects. Does not apply to University-level planning which involves major policy issues or University-wide administrative matters.	Department*	date of document	2 yrs	GS 09008	Possibly Essential
POLICIES AND PROCEDURES, ROUTINE GENERAL OFFICE Policies and procedures covering the routine, day-to-day operations of an office or unit. NOTE: Does not include University mission-related policies and procedures. See GS 10002: Policies and Procedures (in the Administrative--Executive Level Records table).	Department*	until superseded	0 days	GS 09001	Possibly Essential
PROJECT FILES Documentation of state projects which have innovative or historical significance. May include project management documents such as project team notes, minutes and agendas, studies, surveys, progress reports, correspondence, research and background files, presentation materials, cost estimates, implementation plans and final reports filed as part of the project subject. NOTE: This series does not include capital projects, program files, federally-funded or grant-funded projects.	Department*	end of project	6 yrs	GS 09018	Archival
REFERENCE FILES (CONVENIENCE COPIES) Files containing reference copies of correspondence, reports, studies, articles, minutes, and/or other reference materials which are maintained solely for ease of access and reference, and where not covered by a more specific records series. Note: This series does not include executive level records or program level files.	Department*	no longer needed	0 days	GS 09002 Rev. 1
SECONDARY (DUPLICATE) COPIES Copies of records (created or received), provided that the University retains the primary record in accordance with the current approved minimum retention period. Includes, but is not limited to: - Data extracts and printouts from University information systems. NOTE: This does not apply to records series which have stated retention periods for secondary copies.	Department*	no longer needed	0 days	GS 50005 Rev. 1
SUBJECT FILES Files arranged alphabetically by topic for subjects of relevance to the work of an office. May include correspondence, reports and statistics. Does not include secondary copies.	Department*	calendar year	2 yrs	GS 09019
SURVEY RESPONSES, INDIVIDUAL Individual responses to surveys or questionnaires.	Department*	no longer needed	0	GS 09020
TRANSITORY RECORDS Public records that only document information of temporary, short-term value, and provided that the records are not needed as evidence of a business transaction and not covered by a more specific records series. Includes, but is not limited to: - Miscellaneous notices or memoranda which do not relate to the functional responsibility of the University (notices of community affairs, employee meetings, holidays, etc.); - Preliminary drafts of letters, memoranda, reports, work sheets, spreadsheets, presentations, and informal notes, etc., which do not represent significant basic steps in the preparation of record document(s); - Routing slips used to direct the distribution of documents; - Shorthand notes, stenotype tapes, and mechanical records, after they have been transcribed into typewritten or printed form on paper or microfilm; - Telephone messages (incl, voicemail, digital voice messages); - Letters of transmittal which do not add any information to the transmitted materials.	Department*	no longer needed	0 days	GS 50001 Rev. 1

Procedures, Records and Forms – Manuals

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Manuals

The Business Policies and Procedures Manual (BPPM), the Safety Policies and Procedures Manual (SPPM), and the Executive Policy Manual (EPM) are available in two formats.

The standard "Text-Only" (HTML) version quickly displays the pages on your browser. The HTML version includes section text and tables.

The "Text and Graphics" (PDF) version has been specifically formatted for printing and includes text, tables, forms, and samples.

Text Only (HTML)
Not formatted for printing
Text & Graphics (PDF)
Formatted for printing

BPPM:
Table of Contents (By Chapters)
Revision Memos

SPPM:
Table of Contents (By Chapters)
Comprehensive Table of Contents
Revision Memos

Executive Policy Manual:
Table of Contents (policy number order)
Table of Contents (topical)
Revision Memos BPPM:
Table of Contents (By Chapters)
Comprehensive Table of Contents

SPPM:
Table of Contents (By Chapters)
Comprehensive Table of Contents

Executive Policy Manual:
Table of Contents (policy number order)
Table of Contents (topical)

In order to view the PDF version of the BPPM, SPPM, and EPM, you must have Adobe Acrobat Reader installed on your computer.

NOTE: WSU users who connect to the Internet through non-wsu.edu domains or through firewalls may access the PDF manual sections and forms by selecting:

http://www.wsu.edu/forms2/index.cgi

See the Help web page for hints on using the HTML and PDF versions of the manuals.

Procedures, Records and Forms – Revisions

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Revision Announcements

Select from the following links to view a summary list of the revisions to each of the manuals. Each listing contains links to the announcement memoranda for the revisions. Revision memoranda contain links to the affected sections.

Contact our office at prf.forms@wsu.edu with any additional questions you may have regarding this web site.

Procedures, Records and Forms – Help

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Helpful Hints

See below for some tips on using the HTML and the PDF versions of the Business Policies and Procedures Manual (BPPM) and the Safety Policies and Procedures Manual (SPPM):

Hints on Using the HTML Version
Hints on Using the PDF Version

Hints on Using the HTML Version

HTML (Hyper-Text Markup Language) is the programming language used for creating pages for the World Wide Web.

The HTML version of the Business Policies and Procedures Manual (BPPM) and the Safety Policies and Procedures Manual (SPPM) includes the text and tables only.

Click on actively linked references to view forms and graphic examples in the PDF version of the manuals.

Click on the actively linked references to other BPPM and SPPM sections to go to those sections.

Print manual sections as needed.

Click on the search engine reference on the previous page to search all HTML sections.

USING THE SEARCH ENGINE

The search engine accesses HTML files. Forms listed in the Forms Index can be searched by the search engine.

Click on the actively linked references within the HTML sections to view the forms in the PDF version of the manual.

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Hints on Using the PDF Version

PDF (Portable Document Format) is readable in Macintosh, Windows, and UNIX platforms. It easily supports graphics, as well as text and tables.

ADOBE ACROBAT READER

Adobe Acrobat Reader is needed to access the PDF version pages.

Click on the Adobe Acrobat Reader icon in the table on the previous page to go to the download site. This program is free of charge.
Follow the instructions on the Adobe Acrobat Reader page to access download links for the Mac or Windows platforms.

We recommend that you print a hard copy of the installation instructions, to enable you to install the software correctly. These instructions are found on the lower half of the downloading page (the second Adobe page you come to, after you've chosen the platform/version of Reader you want to get).

IMPORTANT: After downloading Acrobat Reader to your hard drive, you must turn off your browser (File--> Exit) before you install Acrobat Reader.

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USING PDF

The PDF version of the Business Policies and Procedures Manual (BPPM) and the Safety Policies and Procedures Manual (SPPM) contains all the text, tables, form masters, and form samples. The PDF version is the authoritative version in the event of a conflict between the PDF and HTML versions.

Moving Within a PDF Document

Click on the actively linked references to other manual sections to go to those sections.

To move between documents, select the "Back" or "Forward" buttons at the top of the Internet browser.
To move within a PDF document, select the arrow buttons located directly above the text screen. Use the double arrows to move back or forward within the PDF document.

Print manual sections and/or forms as needed.

Moving Between the PDF and HTML Versions

To easily move between both formats (HTML and PDF), access the manuals first through the text only (HTML) version. Select active links, along with the "Back" and "Forward" buttons, to move between manual versions.

PDF software enables links between PDF documents in the same file domain only. For example: references within the BPPM to SPPM sections, which are located in a separate directory, are not actively linked within PDF version sections of the BPPM.

Searching Within a PDF Document

You can use the Acrobat Reader Find command to find a complete word or part of a word in the current PDF document. Acrobat Reader looks for the word by reading every word on every page in the file, including text in form fields.

To find a word using the Find command:

Click the Find button, or select Edit --> Find.
Enter the text to find in the text box.
Select search options if necessary:

Match Whole Word Only finds only occurrences of the complete word you enter in the text box. For example, if you search for the word stick, the words tick and sticky will not be hightlighted.

Match Case finds only words that contain exactly the same capitalization you enter in the text box.

Find Backwards starts the search from the current page and goes backwards through the document.

Click Find. Acrobat Reader finds the next occurrence of the word.
To find the next occurrence of the word, select Edit --> Find Again.

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FORMS

All of the blank master PDF forms in the BPPM and SPPM are automated. PDF form masters available in the manuals may be filled in on-screen and printed.

To speed up the printing time, we recommend downloading the form and accessing it directly with Acrobat Reader. Printing time is increased when printing from Acrobat within your Internet browser.

Select File-->Save As from the top of your Internet browser.
Select Save As: Source
Select the directory/file where you want to place the form file.

NOTE: This method does not work for all browsers. If you aren't able to download the form using the method above, follow the steps below:

Place the cursor over the link to the form you want.
Hold down the right mouse button and
Select "Save this link as," "Download link to disk," or "Save Target as" from the popup menu.
Select the directory/file where you want to place the form file.

Fill in the form and print a hard copy before closing the file. The data typed into the form cannot be saved. Adobe Acrobat Reader does not allow the automated form file to become a database.

Tab to move from field to field within the form.

NOTE: Acrobat Reader includes check boxes in the tab order, but the cursor does not blink within the check boxes. Selecting Enter (or Return) turns the check on or off. You may also move the cursor over the check box and click the left mouse button to turn the check on or off.

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SHARPENING ONSCREEN TEXT AND IMAGE APPEARANCE

If text and images appear to be fuzzy,

Go to File-->Preferences-->General...
Turn off Smooth Text and Monochrome Images

This will sharpen up the on-screen images of PDF files you read.

NOTE: All PDF files will print clearly regardless of their on-screen appearance.

SOLUTIONS TO PROBLEMS WITH OPENING MULTI-PAGE PDF FILES

In order to get around the problem of freezing up when user try to open certain multi-page PDF documents from within a browser window, try the following workaround:

Place the cursor over the link to the PDF document you want.
Hold down the right mouse button and
Select "Save this link as," "Download link to disk," or "Save Target as" from the popup menu.
Select the directory/file where you want to place the file.
Close your browser.
Start Adobe Acrobat Reader and open the PDF file.

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90.00_Contents.htm

Posted in:RECORDS

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SECTION TITLE			NUMBER	PAGES	ISSUE DATE
University Records--Retention and Disposition			90.01	1-7	06-09
	Form: Retention Schedule Review		90.01	8	07-96
	Tables: All-University Records Retention Schedules:
		Administrative--Executive Level Records (Dean and above)	90.01	9-10	09-13
		Administrative--General Office Operations	90.01	11-14	09-13
		Accounting/Fiscal Records	90.01	15-20	09-13
		Information Services Records	90.01	21-25	09-13
		Legal Files	90.01	26	09-13
		Library Services Records	90.01	27	09-13
		Mail Services Records	90.01	28	09-13
		Payroll and Personnel Records	90.01	29-37	09-13
		Property Management Records	90.01	38	09-13
		Public Affairs and Public Disclosure Records	90.01	39-40	09-13
		Purchasing Records	90.01	41-43	09-13
		Records Management Files	90.01	44-45	09-13
		Research and Sponsored Projects Records	90.01	46-48	09-13
		Safety Records	90.01	49-53	12-13
		Security Records	90.01	54	09-13
		Student Records	90.01	55-57	09-13
		Travel Records	90.01	58	09-13
Archival Services			90.02	1-2	01-01
Retention of Electronic Communications			90.03	1-5	07-11
Release of Public Records			90.05	1-5	07-13
	Form: Public Records Request		90.05	6	07-13
Release of Student Education Records			90.06	1-6	06-10
Release of Personnel Records			90.07	1-3	12-13
Evidence Preservation			90.12	1-9	04-09
Essential Records Protection			90.15	1-7	10-05
	Form: Essential Records Schedule		90.15	8	10-05
Imaging University Records			90.21	1-3	09-12
University Name and Address File			90.70	1-3	09-10
Name Changes and Name Coding Conventions			90.75	1-3	05-04
Use of Social Security Number on Forms			90.78	1	07-07
The page numbers listed for each section refer to the PDF version of the manual. The issue date refers to the latest revision date for the section.

90.01_Administrative–Executive_Level_Records–Dean_and_above.htm

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Title Administrative--Executive Level Records (Dean and above)
Record Series Title--Function/Purpose	Location (*Official Copy)	Cutoff	Retention Period	Disposition Authority No.	Remarks
ACCREDITATION RECORDS Documents the accreditation process (arrangements, self-study and site visit) and includes detail and final accreditation report.	Department*	next accreditation	10 yrs	00-03-59624	Potential University Archives
APPOINTMENT RECORDS, OFFICIAL A record of the procedure by which members are asked to serve by appointment or recommendation on any committee, council, board or task force. May include: correspondence, official appointment letters, instructions, notice of termination or reappointment, and other related documentation	Executive Department*	termination of appointment	6 yrs	GS 10012	Archival
EXECUTIVE CALENDARS A record of appointments, task lists, and meeting schedules. Provides a day by day record of official activities. If maintained in electronic form, the information should be printed out as often as necessary to provide a daily record.	Executive Department*	date of document	4 yrs	GS 10008	Archival
EXECUTIVE LEVEL SUBJECT FILES Executive level documentation of the administration of University activities. May include organizational charts, narrative reports, reports from WSU divisions and sub-divisions, studies, news releases, newspaper clippings, correspondence, copies of minutes of meetings, management team minutes, agendas, and other materials. Does not apply to program level records.	Executive Department*	date of document	4 yrs	GS 10003	Archival
EXECUTIVE/OFFICIAL CORRESPONDENCE Internal and external communications to or from the University's executive management concerning policy issues, concerns, actions or issues, and that are not covered by a more specific records series. Includes all communication types, regardless of format: Correspondence, email; web sites/forms/pages, social networking posts and comments, etc. Includes, but is not limited to, requests for and provision of information/advice; University-initiated information/advice. Excludes public records requests covered by GS 05001: Public Disclosure/Records Requests; and excludes the provision of routine information covered by GS 50002: Routine University Information. Note: Information/advice published online by the agency continues to be "provided" until the date it is removed/withdrawn.	Executive Department*	communication received or provided, whichever is later	4 yrs	GS 10007 rev. 1	Archival Possibly Essential
HISTORY FILES Documentation of the history and development of an office, program, or event. May include photographs, videotapes, newsletters, scrapbooks, or articles.	Executive Department*	calendar year	5 yrs	GS 10013	Archival
INTERPRETIVE AND POLICY STATEMENTS Official statements of policy adopted by an agency, board or commission. Includes an agency's interpretation of a statute, rule or other provision of law, of a court decision, or of an agency order.	Executive Department*	until superseded	3 yrs	GS 10010	Archival Essential
MINUTES AND FILES OF POLICY-SETTING MEETINGS Minutes, agendas, and meeting files of the governing body of the University or of meetings that formulate policy, rules, or regulations for the University. May include multimedia recordings.	Executive Department*	date of document	6 yrs	GS 10004	Archival Essential
PAPERS OF EXECUTIVE DIRECTION A record of formal statements at the executive level of the University, in regard to WSU policy, actions, and mission. May include issuances, directives, records of briefings, and presentations of policy in any form.	Executive Department*	date of document	4 yrs	GS 10005	Archival Essential
POLICIES AND PROCEDURES Policies and procedures issued at the executive level of the University to address University-wide operations, critical University functions, or issues of public visibility or concern. May include formal directives, formal policy statements, printed or published procedures manuals, bulletins, orders, rules, or notices. NOTE: This series does not apply to policies and procedures which regulate activities outside the University or ones that are established through statute or through Washington Administrative Code (WAC) procedures.	Executive Department*	until superseded	6 yrs	GS 10002	Archival Possibly Essential
QUALITY AND PERFORMANCE IMPROVEMENT DOCUMENTATION Documentation of plans and processes for improving agency quality and performance. May include meeting documentation, plans, reports, presentations, training materials, correspondence, performance measures, statistics, and recommendations associated with efforts such as quality improvement, the Performance Partnership, Balanced Scorecard, Plain Talk, and the Government Management, Accountability and Performance program (GMAP).	Executive Department*	date of document	6 yrs	GS 10011	Archival
SPEECHES AND WRITINGS A record of speeches, tapes and videos of speeches, and transcripts of speeches, written presentations and other writings by the President or other executive level official (down to Dean's level), concerning University policy, concerns, actions or issues.	Executive Department*	date of documentv	4 yrs	GS 10006	Archival
STUDIES AND OPERATIONAL PLANS Major administrative studies initiated at the executive level and/or conducted in response to a legislative order, executive order, federal requirement, or court order. Generally addresses University-wide operations or issues, affects the most important or most critical University functions, or addresses areas of public visibility or concern. Does not apply to program-specific plans.	Executive Department*	until superseded or no longer applicable	4 yrs	GS 10001	Archival Possibly Essential

Procedures, Records and Forms – FileMaker Pro

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FileMaker Pro Forms

To download the appropriate form template, click on the link below corresponding to your computer operating system and your version of FileMaker Pro.

Note to FileMaker 3.0, 4.0, 5.0, and 6.0 users: Effective October 3, 2012, Procedures, Records, and Forms (PR&F) no longer updates the FileMaker 3.0/4.0 and 5.0/6.0 forms. We will continue to provide a 3.0/4.0 and 5.0/6.0 version of our FileMaker forms until each form is revised. When a form is revised after October 3, 2012, we will remove it from the list of available FileMaker 3.0/4.0 and 5.0/6.0 forms.

Macintosh users:

Mac FileMaker 3.0/4.0 Forms (.fp3)
Mac FileMaker 5.0/6.0 Forms (.fp5)
Mac FileMaker 7.0/8.0 Forms (.fp7)
Mac FileMaker 9.0/10.0/11.0 Forms (.fp7)
Mac FileMaker 12.0 Forms (.fmp12)

Windows users:

Windows FileMaker 3.0/4.0 Forms (.fp3)
Windows FileMaker 5.0/6.0 Forms (.fp5)
Windows FileMaker 7.0/8.0 Forms (.fp7)
Windows FileMaker 9.0/10.0/11.0 Forms (.fp7)
Windows FileMaker 12.0 Forms (.fmp12)

Search the BPPM, SPPM, and EPM

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Search the Manuals

Enter your query in the box below to search the Business Policies and Procedures Manual, the Safety Policies and Procedures Manual, and the Executive Policy Manual.

If you wish to search for a specific phrase, enter the phrase inside quotation marks.

Upon entering a query and selecting "Search," your search results will appear below:

Please send questions and comments to prf.forms@wsu.edu

Office of Procedures, Records, and Forms

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What We Do:

Write, edit, and publish the Business Policies and Procedures Manual and the Safety Policies and Procedures Manual;

Publish the Executive Policy Manual;

Administer additions, amendments, and deletions to the Washington Administrative Code;

Coordinate form purchases and designs forms used University-wide;

Distribute automated and electronic forms;

Prepare records retention schedules.

Procedures, Records and Forms – Forms

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Forms

The Office of Procedures, Records, and Forms releases forms using the following software:

Adobe Acrobat

Forms included in the BPPM and SPPM.
Complete the form on your computer and print.
Save the completed form on your computer.
(NOTE: This feature is available only with the complete Acrobat software package.)

NOTE: WSU users who connect to the Internet through non-wsu.edu domains may access the PDF manual sections and forms by selecting:

http://www.wsu.edu/forms2/index.cgi

FileMaker Pro

Most widely-used University forms are available
Complete the form on your computer.
Save the information in a database.

Click on the links above for more details.

Procedures, Records, and Forms – WSU E-Forms

Posted in:Uncategorized

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WSU E-Forms System Log-In

WSU E-Forms

See the current training schedule for
WSU Electronic Forms and enroll online at:
http://hrs.wsu.edu/ILT%20Schedule
Contact the Office of Procedures, Records, and Forms
to schedule other training sessions (see Contact Us information below).

The WSU E-Forms System is a repository for electronic forms (e-forms) associated with administrative procedures published in the WSU Business and Safety Policies and Procedures Manuals (BPPM and SPPM). Currently, e-form versions of the following forms are available:

Travel Expense Voucher

Additional e-forms are in development.

Users directly access the WSU e-forms using standard Internet browsers, e.g., Internet Explorer, Google Chrome, and Safari. NOTE: Firefox delivers less satisfactory results than other browsers. Through the E-Forms System, WSU users may:

Open and complete e-forms
Save drafts of in-progress e-forms
Print or save PDF copies of e-forms as needed at any point in the form completion process
Electronically authorize e-forms
Attach scanned supporting documents
Route e-forms to other users
View completed (approved and finalized) e-forms

Completed e-forms are retained in the WSU E-Forms System server. WSU departments may save PDF copies of completed forms to departmental computers as needed.

HelpFile: PDF Version of the Policies and Procedures Manuals

Posted in:Uncategorized

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PDF (Portable Document Format) is readable in Macintosh, Windows, and UNIX platforms. It easily supports graphics, as well as text and tables.

ADOBE ACROBAT READER

Adobe Acrobat Reader is needed to access the PDF version pages.

Click on the Adobe Acrobat Reader icon in the table on the previous page to go to the download site. This program is free of charge.

Follow the instructions on the Adobe Acrobat Reader page to access download links for the Mac or Windows platforms.

We recommend that you print a hard copy of the installation instructions, to enable you to install the software correctly. These instructions are found on the lower half of the downloading page (the second Adobe page you come to, after you've chosen the platform/version of Reader you want to get).

IMPORTANT: After downloading Acrobat Reader to your hard drive, you must turn off your browser (File--> Exit from either Netscape or Internet Explorer) before you install Acrobat Reader.

USING PDF

The PDF version of the Business Policies and Procedures Manual (BPPM) and the Safety Policies and Procedures Manual (SPPM) contains all the text, tables, form masters, and form samples. The PDF version is the authoritative version in the event of a conflict between the PDF and HTML versions.

Moving Within a PDF Document

Click on the actively linked references to other manual sections to go to those sections.

To move between documents, select the "Back" or "Forward" buttons at the top of the Internet browser.

To move within a PDF document, select the arrow buttons located directly above the text screen. Use the double arrows to move back or forward within the PDF document.

Print manual sections and/or forms as needed.

Moving Between the PDF and HTML Versions

To easily move between both formats (HTML and PDF), access the manuals first through the text only (HTML) version. Select active links, along with the "Back" and "Forward" buttons, to move between manual versions.
PDF software enables links between PDF documents in the same file domain only. For example: references within the BPPM to SPPM sections, which are located in a separate directory, are not actively linked within PDF version sections of the BPPM.

FORMS

All of the blank master forms in the BPPM and SPPM are automated. Form masters available in the manuals may be filled in on-screen and printed.

To speed up the printing time, we recommend downloading the form and accessing it directly with Acrobat Reader. Printing time is increased when printing from Acrobat within your Internet browser.

Select File-->Save As from the top of your Internet browser.

Select Save As: Source

Select the directory/file where you want to place the form file.

Fill in the form and print a hard copy before closing the file. The data typed into the form cannot be saved. Adobe Acrobat Reader does not allow the automated form file to become a database.

Tab to move from field to field within the form.

NOTE: Acrobat Reader does not include check boxes in the tab order.

Check boxes must be selected by moving the cursor to the appropriate check box.

Click the mouse button to turn checks on or off.

USING THE SEARCH ENGINE

The search engine accesses HTML files. Forms listed in the Forms Index can be searched by the search engine.

Click on the actively linked references within the HTML sections to view the forms in the PDF version of the manual.

Click on "PDF Link" at the top of each section (below the section title) to directly link to the PDF version of that section.

SHARPENING ONSCREEN TEXT AND IMAGE APPEARANCE

If text and images appear to be fuzzy,

Go to File-->Preferences-->General...

Turn off Smooth Text and Monochrome Images

This will sharpen up the on-screen images of PDF files you read.

NOTE: All PDF files will print clearly regardless of their on-screen appearance.

SOLUTIONS TO PROBLEMS WITH OPENING MULTI-PAGE PDF FILES

To have PDF files appear in a separate Acrobat window rather than as Netscape or Internet Explorer Plug-in, you enable the browser to use Acrobat or Acrobat Reader as a helper application. Internet Explorer or Netscape (Also AOL) then starts Acrobat or Acrobat Reader, which displays PDF files within an Acrobat window instead of within the browser window.

To configure Acrobat or Acrobat Reader as a helper application:

Exit from Internet Explorer or Netscape.

Start Acrobat or Acrobat Reader.

Choose Edit > Preferences > General (Acrobat 5.0 or Acrobat Reader 5.0) or choose File > Preferences > General (Acrobat 4.x or Acrobat Reader 4.x).

In the Options section, deselect Display PDF in Browser (Acrobat 5.0 or Acrobat Reader 5.0) or deselect Web Browser Integration (Acrobat 4.x or Acrobat Reader 4.x).

Click OK, and then exit from Acrobat or Acrobat Reader.

Restart Internet Explorer or Netscape.

Note: The next time you select a link to a PDF file in Internet Explorer and Netscape, a dialog box will prompt you to specify what to do with the file. If you select "Open this file from its current location," Internet Explorer and Netscape open the PDF file in Acrobat 4.0 or later or Acrobat Reader 4.0 or later as a helper application. If you select "Save this file to disk," Internet Explorer saves the PDF file to your hard disk, from where you can open it later. For more information about the general preferences in Acrobat or Acrobat Reader, refer to the online Acrobat guide.

II. Downloading a PDF File to Your Hard Drive

You can download PDF files to your hard drive from a Web page's link, and then copy text in the file, distribute the file, or save the file to a disk.

To download a PDF file from a link:

Right-click the link to a PDF file, and then choose Save Target As from the pop-up menu.

In the Save As dialog box, select a location on your hard drive, and then click Save.

70.35_University_Stores.htm

Posted in:PURCHASING

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FUNCTION

University Stores' function is to provide commonly-used items and services at competitively low prices in support of the missions of the University.

Quantity Buying

University Stores purchases commonly-used items in quantity and passes along the savings to University departments.

In order to maximize the benefits associated with quantity buying, University offices and departments should purchase from University Stores those items that are listed on the University Stores ordering system website.

STOCKED ITEMS

Items stocked by University Stores are described on the online University Stores Ordering system website. Prices include applicable tax. Delivery is free to all WSU locations statewide.

Users may view, search, and submit orders for items by going to the online University Stores Ordering system website at:

https://webapps.wsu.edu/ais/centralstores/default.aspx

Nonstocked Items

University Stores readily obtains nonstocked items at competitive prices through a network of established suppliers.

Contact University Stores personnel for assistance in locating items not found on the University Stores Ordering system website.

UNIVERSITY STORES ORDERING ONLINE

To purchase items from University Stores, employees place orders through the online University Stores Ordering system. University Stores Ordering is a browser-based system which links internally to the mainframe Administrative Information Systems (AIS) application, SCBAIMS. This link allows the University Stores Ordering System to verify that the employee is authorized for University Stores purchases. See 85.33 to obtain authorization.

Employees may view, search, browse, and submit orders for available items, through University Stores Ordering website, at:

https://webapps.wsu.edu/ais/centralstores/default.aspx

Customer Roles

Orderer

Any employee who has a Network ID may submit an order for approval by a designated departmental approver.

Approver

An approver is defined as a person who has expenditure authority to approve departmental purchases. (See 70.02.) An approver may approve her or his own orders. See also "Authorization" below.

Query Functions

Employees having Network IDs (see 85.37) may access several functions in University Stores Ordering that provide important information about the items listed in the University Stores catalog.

Online users may access the following query functions:

Browse: Used to browse for a specific item within the stores catalog.

Departmental personnel with or without AIS User IDs may browse for items electronically through the University Stores Ordering website.

Search: Used to look up WSU supply items. Search by item number or description. Enter a vendor or manufacturer's item number, vendor/manufacturer's WSU number, or keyword describing the item as a starting point.

Order by Item Number: Used to add WSU supply items to the online cart for purchase.

Order History: Used to view transactions using different selection criteria.

Pending Orders: Used to view orders which have been saved, but have not yet been submitted.

Special Orders: Used to place special orders from vendors with whom University Stores has a discounted purchasing agreement. A list of catalogs is listed in the Special Order section of the website. Determine special order item numbers from the vendor's catalog or vendor's website. Enter the item number and quantity desired.

Ordering Procedures

Authorization

An approver must receive specific authorization from University Stores to approve online orders on behalf of a department. Refer to 85.33 for access and authorization procedures.

Order Requests

Departmental staff may use the online catalogs at the University Stores Ordering website to generate order requests which may be submitted by e-mail to the designated departmental approver. The approver processes the order request.

The website also allows the orderer to save an order request and continue to add items to the request until the order is submitted to the approver for final processing.

Order History

Users may request order history information using a variety of selection criteria. If the user supplies no selection criteria, the system displays all completed orders placed by the user.

Users may add all orders in Order History to the current cart and modify the orders as needed.

RETURNING ITEMS

To return items, contact University Stores for pickup; telephone 335-4592.

Receiving Credit

Returned Within 60 Days

Departments may return certain items for full credit within 60 days from date of purchase. Departments may return items which are damaged, defective, or can be resold.

University Stores may prorate credit based on usage for the return of certain products, even if the items are returned within 60 days of purchase date.

Returned After 60 Days

University Stores evaluates items returned after 60 days from date of purchase to determine whether full, partial, or no credit is warranted.

If the item can be resold, University Stores issues full credit to the customer.

If the item is found to be defective or damaged after 60 days from date of purchase, generally University Stores does not give credit to the customer. In such cases, University Stores is usually unable to receive a credit from the supplier.

If the supplier issues a full or partial credit to University Stores, then University Stores will issue a full or partial credit to the customer.

If the supplier charges University Stores for the restocking of a returned item, University Stores normally passes the charge on to the customer.

Product Expiration Dates

Suppliers closely monitor shelf life dates and are reluctant to issue credit for items returned after expiration of the shelf life date.

Avoid buying excessive quantities of any item with a printed expiration or "use by" date. University Stores recommends departments purchase quantities of dated items that can be used within a 30 to 45 day period.

Questions

Contact University Stores with questions concerning returning items. University Stores personnel make every effort to ensure that fair and equitable solutions are worked out for every customer.

FORMS

Forms used by all or most departments are purchased centrally. Some of these forms are distributed by University Stores. Forms distributed by University Stores are listed in the General--Miscellaneous--Miscellaneous section of the online University Stores Ordering website under "Office Supplies."

User departments are not charged for such forms.

Include requests for forms with orders for other supplies.

The Office of Procedures, Records, and Forms provides a list of forms distributed by University Stores in the Forms Index section of the Business Policies and Procedures Manual. See 04.01.

04.01_Forms_Index.htm

Posted in:FORMS INDEX

version 0 ([revision_count] revisions)

Posted on January 06,2014 by jeremy.bass

Forms may be available in the following formats:

Paper forms from University Stores (US) or the administering department.

PDF templates from the Business and Safety Policies and Procedures Manuals (BPPM and SPPM). See Hints on using the PDF version for information about using PDF templates.

Automated FileMaker Pro templates. See the Procedures, Records, and Forms FileMaker web page.

Online forms available from the administering department website.

Title/Number/ Last Revised	Primary Purpose	Where Available	Manual Reference
A		Return to Top
Accommodation Request for Disability or Serious Medical Condition/ WSU1453/ 4-09	To request reasonable accommodation for an employee or individual with disabilities.	PDF: 60.21.18	60.21
Add or Change WSUORG Information/ WSU1270/ 6-12	To add or change organizational information in the WSU computer file.	PDF: 10.05.6	10.05
Administrative Information Systems Access Request/ WSU1350/ 6-12	To authorize access to general-use AIS computer applications.	PDF: 85.33.13-14 or FileMaker	85.33
Agreement Template/ 4-07	Template used to prepare a contract if no model agreement is available from the central contract administration office.	PDF: 10.11.8-11 or Text (HTML) version	10.11
Annual Report of Consultant and Extended Professional Activities/ WSU1329/ 10-00	Used to report faculty outside professional activity.	PDF: 60.44.2	60.44
Annual Review: Administrative/Professional Employees/ WSU1389/ 8-08	Documents current administrative professional employee performance.	PDF: 60.55.11 or FileMaker	60.55
Applicant Self-Identification/ WSU1296/ 11-96	To indicate minority status of job applicants.	Online: Position Description and Recruitment System (OPDRS) website or Paper: US Item #47951	60.11 60.17
Application for a Personnel Monitoring Device/ WSU1404/ 3-02	To request a radiation personnel monitoring device from the Radiation Safety Office.	PDF: 9.45.6	9.45
Application to Use Radiation Machines/ WSU1401/ 3-02	To request approval to use radiation machines.	PDF: 9.20.13-14	9.20
Application to Use Radioactive Materials/ WSU1157/ 3-02	To request approval to use radioactive materials.	PDF: 9.20.6-11	9.20
Area Evaluation/Release/ WSU1449/ 4-06	To certify that an area has been decontaminated, that hazardous materials have been removed, and that the area is ready for release to Facilities Operations or new occupants.	PDF: 60.38.6	60.38
Auction Bid Gift Transmittal/ WSU1444/ 9-07	Accompanies multiple gifts received by WSU units at auction fundraising events and routed to WSU Foundation--Gift Accounting.	PDF: 30.70.13	30.70
Auction Item Gift Transmittal/ WSU1445/ 9-07	Accompanies multiple noncash gifts received by WSU units at auction fundraising events and routed to WSU Foundation--Gift Accounting.	PDF: 30.70.14	30.70
Authorized User Questionnaire/ WSU1490/ 12-13	Required to screen applicants requesting authorized user access to controlled substances.	PDF: 45.75.13	45.75
B		Return to Top
Bank Account Request/ WSU1291/ 6-09	To request authorization to establish a commercial bank account.	PDF: 30.65.4	30.65
Budget Statement	Communicates financial status of University accounts.	Paper: Controller	30.07
C		Return to Top
Cash Advance Request/ WSU1060/ 9-06	To request a cash advance for work on grants or contracts.	PDF: 40.21.8	40.21
Cash Deposit Report/ WSU1223/ 8-03	To deposit money into WSU accounts.	Paper: Cashier's Window, Controller or PDF: 30.53.7 (half-page); 30.53.8 (full-page) or FileMaker	30.53
Certificate of Eligibility for Non-Immigrant (F-1) Student Status/ I-20/ 4-88	Given to foreign students for identification and to record educational institution transfers.	Paper: Admissions	60.04
Chemical Collection Request/ WSU1280/ 10-94	For proper disposal or recycling of chemical substances.	Paper: US Item #47860, Environmental Health and Safety's Environmental Services website	5.66
Communications and Network Services Billing Detail Report	Itemizes telephone tolls and telecommunications services charged to an account.	Paper: Information Technology Services website	85.42
Communications and Network Services Billing Summary Report	Summarizes telecommunications charges to a budget/project, grouped by type of service.	Paper: Information Technology Services website	85.42
Conditions for Temporary Employment	Advises temporary employees of the conditions of their employment.	Online: Temporary Employment System (TEMPS) website	60.27
Contractor Fact Sheet/ WSU1428/ 3-04	Used to provide information to the Internal Revenue Service concerning photocopier rental or leasing agreements of $10,000 or more.	PDF: 70.27.10	70.27
Contract Review Sheet/ WSU1409/ 12-08	To summarize a proposed contract and indicate potential commitments of University resources. Used for all contracts except purchasing agreements, sponsored project agreements, and personal services contracts.	PDF: 10.11.7	10.11
Controlled Substance Inventory Record/ WSU1491/ 12-13	Used to document the inventory of controlled substances on hand at a registered location.	PDF: 45.75.14	45.75
Copy Center Work Order/ WSU1091	Also called the Fast Copy Order. Request for service when a blanket IRI is on file.	Paper: University Publications and Printing	80.05
Cost/Benefit Analysis/ WSU1483/ 9-11	Used to compare the cost of purchasing a vehicle versus long-term lease of a vehicle through the Motor Pool.	PDF: 70.40.12	70.40
Cost Sharing Effort Inquiry Request/ WSU1288	To record anticipated cost-sharing contributors.	Paper: Sponsored Programs Services	40.36
Courier Service Inserts/ WSU1466/ 9-07	Accompanies each envelope containing gift deposits from WSU units which are dropped off at any of the University courier service locations to be delivered to WSU Foundation--Gift Accounting.	PDF: 30.70.18	30.70
Credit Card Refund Voucher/ WSU1381/ 10-99	To refund purchases paid by credit card.	PDF: 30.55.7	30.55
CTA Application	To request a departmental Central Travel Account.	Paper: Travel Services website	95.04
CTA Log Sheet/ WSU1392/ 5-00	To record purchase and travel information for CTA ticket transactions, used to reconcile CTA accounts.	PDF: 95.04.4	95.04
Cyclic Year Memorandum/ WSU1320/ 2-07	To notify employees of cyclic year.	PDF: 60.30.9	60.30
D		Return to Top
Daily Activity Report/ WSU1041/ 3-06	Positive pay record of hours worked or pieces completed. Used for employees who work for a single account.	PDF: 60.61.5 or FileMaker	60.61
Daily Activity Report for Multiple Accounts/ WSU1472/ 7-07	Positive pay record of hours worked or pieces completed. Used for employees who work for multiple accounts.	PDF: 60.61.4 or FileMaker	60.61
Daily Reconciliation Sheet/ WSU1398/ 8-01	To compare and balance the register receipts and adjustments against the money on hand at the end of the day.	PDF: 30.59.5	30.59
Data Warehouse Access Request/ WSU1476/ 3-12	To obtain approval for specified departmental personnel to access the student and financial data warehouses.	PDF: 85.48.4	85.48
Departmental Monthly Log Sheet/ WSU1395/ 3-10	To record purchasing card transactions, used to reconcile University purchasing card accounts.	PDF: 70.08.22	70.08
Departmental Requisition/ WSU1011/ 6-96	To order goods and services from outside vendors.	PDF: 70.10.8 or FileMaker	70.10
Departmental Scholarship Authorization/ 9-06	To request authorization to dispense scholarship monies.	PDF: 30.90.4	30.90
Departure Checklist/ WSU1464/ 2-12	To document the completion of required personnel, payroll, computing, financial, facility, property, and safety-related procedures when an individual resigns, retires, or is separated from the University.	PDF: 60.74.7-8	60.74
Departure Notice/ WSU1448/ 4-06	To notify the Radiation Safety Office and Environmental Health Services of an impending departure of a user of hazardous chemicals or materials.	PDF: 60.38.5	60.38
Direct Deposit Authorization/ WSU1052/ 11-99	To authorize Payroll Services to direct deposit employee's paycheck into U.S. bank checking or savings account.	PDF: Payroll Services website	55.50
Drop-Off Receipts/ WSU1465/ 5-10	To provide WSU unit representatives with documentation of receipt of gift deposit envelopes by courier service drop-off site representatives.	PDF: 30.70.20	30.70
E		Return to Top
Effort Certification Report/ WSU1174/ 7-06	To record activity of employees as required by federal regulations.	Paper: Sponsored Programs Services	40.35
Employee Performance Evaluation/ WSU1451/ 7-06	Documents current civil service employee performance.	Paper: Human Resource Services or PDF: 60.55.9-10 or FileMaker	60.55
Employment Eligibility Verification/ USCIS Form, I-9	Employee identifies himself/herself and establishes eligibility for U.S. employment.	Online Verification: Human Resource Services website	60.04
Employment Record Request/ WSU1238/ 8-05	To request employment records from former state employees.	PDF: 60.19.4	60.19
Essential Records Schedule/ WSU1457/ 10-05	Used to maintain a list of departmental essential records and applicable protection instructions.	PDF: 90.15.8	90.15
Expenditure Authority Delegation/ WSU1198/ 6-01	To delegate authority to make expenditures from departmental funds.	PDF: 70.02.4 or FileMaker	70.02
Expenditure Transfer Request/ WSU1048/ 12-06	To transfer identifiable direct charges between funding sources.	Paper: US Item #49882 or PDF: 30.25.9 or FileMaker	30.25
Expense Assignment Action/ WSU1260/ 1-09	For temporary changes in account assignment of personnel charges.	PDF: 58.03.11 or FileMaker	58.01 58.03
F		Return to Top
Faculty Textbook Order Sheet	Used by faculty to order student textbooks and supplies.	Paper:Bookstore	80.10
Fall Protection Work Plan/ 10-92	To document actions taken to prevent falls. Required when working ten feet or more above the level below.	PDF: 3.34.6-7	3.34
Federal Excess Property Request/ WSU1303/ 2-08	To request federal excess property.	PDF: 20.78.6	20.78
Federal Lobbying Activity Quarterly Report/ WSU1366/ 8-06	To report federal lobbying efforts.	Online: Government Relations website	10.26
Fuel Card Application/ WSU1480/ 2-10	To request approval for a University fuel credit card used to purchase fuel, emergency roadside assistance, and routine maintenance services (if approved) for University-owned vehicles and equipment.	PDF: 95.37.9	95.37
Fuel Card Custodian Agreement/ WSU1479/ 2-10	To document employee agreement to the terms of the WSU Fuel Card program and acknowledgment of fuel card custodian responsibilities.	PDF: 95.37.10	95.37
Full-Size Van Driver Safe Driving Practices Acknowledgment Statement/ WSU1426/ 7-09	To record driver acknowledgment of risks an recommended safe driving practices for operating a full-size van.	PDF 7.10.22	7.10
Full-Size Van Driver Valid License to Drive and Driving Experience Statement/ WSU1427/ 7-09	To record manager/supervisor and full-size van driver acknowledgment of responsibilities prior to and during the driver's assignment to operate a full-size van.	PDF 7.10.23	7.10
G		Return to Top
Gift Accounting Log Sheet/ WSU1467/ 7-13	To document drop-off of gift deposit envelopes at courier service sites.	PDF: 30.70.19	30.70
Gift Electronic Funds Transfer Authorization/ WSU1450/ 9-07	To authorize an electronic funds transfer directly from a donor's bank to WSU Foundation.	PDF: 30.70.17	30.70
Gift In Place Review Sheet/ WSU1493/ 12-13	To authorize acceptance of a gift of a completed facility, designed and constructed by a donor for the University.	PDF: 30.72.3-4	30.72
Gift Payroll Deduction/ WSU1447/ 6-12	To authorize a one-time or ongoing gift deduction to WSU Foundation--Gift Accounting.	PDF: 30.70.16	30.70
Gift Transmittal and Acknowledgment/ WSU1218/ 6-13	Accompanies gifts routed from WSU units to WSU Foundation--Gift Accounting.	PDF: 30.70.10	30.70
Golf Tournament Gift Transmittal/ WSU1443/ 9-07	Accompanies multiple gifts received by WSU units at golf tournament fundraising events and routed to WSU Foundation--Gift Accounting.	PDF: 30.70.12	30.70
H		Return to Top
Hazard Notification/ WSU1247/ 1-09	To report safety hazards or unsafe practices.	PDF: 2.52.2	2.52
Health Care Provider Statement for Reasonable Accommodation Requests/ WSU1455/ 4-09	To request written documentation from a health care provider of evaluation and recommendations for an individual requesting reasonable accommodation.	PDF: 60.21.20-24	60.21
I		Return to Top
Incident Report/ WSU1131/ 1-08	To report accidental injury or work-related illness involving WSU employee or third party; may also be used for property damage.	Online: Human Resource Services website	2.24
Information Technology Computing Invoice and Usage Report	Notifies computer users of costs, allocations, and usage of each service.	Paper: Information Technology	85.34
Interdepartmental Requisition and Invoice (IRI)/ WSU1017/ 4-06 (3-part)	To requisition goods and services from WSU vendor departments. To set up blanket requisitions with WSU vendor departments.	Paper: US Item #3295 or PDF: 70.05.6 or FileMaker	70.05
Inventory Control Report/ WSU1033/ 4-03	To report changes in the department's equipment inventory.	PDF: 20.50.15 or FileMaker	20.50
Item Evaluation/ WSU1439/ 12-07	To submit laboratory, medical, or shop/industrial items to Surplus Stores.	PDF: 20.77.4	20.77
J		Return to Top
Job Posting Announcement/ 5-07	User department reports job description to the Student Employment Center division of the Offices of Financial Aid and Career Services who posts for prospective temporary employees.	Student Employment Center website	60.27
K		Return to Top
Key Assignment Record/ WSU1210/ 8-08	Record of all keys assigned to a single individual.	PDF: 50.25.13 or FileMaker	50.25
Key Roster/ WSU1264/ 5-95	Record of all key holders in department who have been issued a specific key.	PDF: 50.25.14	50.25
L		Return to Top
Laboratory Survey/ WSU1406/ 3-02	To record the survey of an area where radioactive materials are used and stored.	PDF: 9.42.8	9.42
Leave Report for Classified Employees/ WSU1300/ 12-07	To record leave activities for overtime exempt civil service and excepted collective bargaining unit employees.	Paper: US Item #47957 or Excel: 60.62.12 (Win) 60.62.12 (Mac) or FileMaker	60.62
Leave Report/ WSU1126/ 12-07	To record leave activity for faculty and administrative professional personnel who are not eligible for overtime.	Paper: US Item #3291 or Excel: 60.63.13 (Win) 60.63.13 (Mac) or FileMaker	60.63
M		Return to Top
Material Safety Data Sheet (MSDS) Request/ WSU1391/ 4-09	To request an MSDS for each hazardous chemical in the workplace.	PDF: 5.10.5	5.10
Medical Release Statement for Reasonable Accommodation Requests/ WSU1454/ 4-09	To request permission from an individual requesting reasonable accommodation to obtain written documentation from a health care provider.	PDF: 60.21.19	60.21
Merchandise Credit Memorandum/ WSU1311/ 8-91	To credit a non-University customer's account.	Paper: University Receivables	30.57
Minor Volunteer Consent and Release/ WSU1417/ 10-04	To authorize an individual who is under 18 years of age to perform volunteer work for the University.	PDF: 60.81.6	60.81
Missing Document Affadavit (Purchasing Card Transactions)/ WSU1471/ 3-10	To provide documentation of a purchasing card transaction in lieu of a lost purchase receipt.	PDF: 70.08.27	70.08
Mobile Communication Services Agreement/ WSU1474/ 12-11	To justify, describe, and authorize University allowances for cellular telephone equipment and services.	PDF: 85.45.8	85.45
N		Return to Top
Network Services Account Request/ WSU1383/ 12-07	To request, change, or terminate user IDs for network, e-mail, and/or online administrative systems.	PDF: 85.37.5	85.37
Noncash Gift Transmittal and Acknowledgement/ WSU1442/ 6-13	Accompanies noncash gifts routed from WSU units to WSU Foundation--Gift Accounting.	PDF: 30.70.11	30.70
Noncash Multiple Gift Transmittal/ WSU1446/ 9-07	Accompanies multiple noncash gifts routed from WSU units to WSU Foundation--Gift Accounting.	PDF: 30.70.15	30.70
Nonservice Pay Authorization/ WSU1314/ 12-07	To authorize pay to WSU fellows, trainees, interns or other nonservice positions.	PDF: 30.30.6	30.30
Notification of Change in Responsibility for a Radiation Machine/ WSU1407/ 3-02	To document the sale or transfer of a radiation machine.	PDF 9.22.16	9.22
O		Return to Top
Organization Chart/ WSU1458/ 7-06	To indicate a position's relationship to other positions in a department for classification or reclassification purposes.	PDF: 60.02.14	60.02
P		Return to Top
Payroll Expenditure Audit Report	Used to verify and correct payroll disbursements.	Paper: Payroll Services	55.22
Permit to Audit Lecture Course	Records permission to audit lecture courses.	Paper: Registrar's Office	60.70
Personnel Action/	To authorize personnel transactions and communicate the employment status of appointed employees to Human Resource Services.	Online: Personnel/Position/Payroll Electronic Routing Management System (PERMS) website or PDF: 60.25.28	60.25
Photocopier Equipment Request/ WSU1340/ 3-04	To justify a request for photocopy equipment.	PDF: 70.27.9	70.27
Physical Inventory Notification/ WSU1386/ 11-99	To notify Controller's Office of an upcoming physical inventory count of a merchandise or consumable inventory.	PDF: 20.53.8	20.53
Physical Inventory Value/ WSU1387/ 11-99	Used to report the value of the physical inventory count of a merchandise or consumable inventory.	PDF: 20.53.9	20.53
Position Action/PRR / WSU1162/ 8-05	Used to establish, modify, or abolish positions. Used to initiate an HRS position review.	Paper: US Item #3304 or PDF: 58.02.19 or FileMaker	58.02 60.02
Position Description WSU1360/ 7-06	Used to describe the job functions of a civil service or administrative professional position for classification or reclassification purposes.	PDF: 60.02.10-11 or FileMaker	60.02
Position Identifying Description Changes Only/ WSU1265/ 9-90	Used to change the position description for positions when that is the only action required.	PDF: 58.04.2	58.04
Position Questionnaire/ WSU1440/ 7-06	Used to describe the job functions of an incumbent seeking position reclassification.	PDF: 60.02.12-13	60.02
Positive Pay Report	To authorize retroactive pay for hours or pieces.	Paper: Payroll Services	55.26
Prenatal Radiation Exposure Statement/ WSU1408/ 10-92	To verify that female employees who experience occupational radiation exposure are aware of risks.	PDF: 9.50.16	9.50
Prior Period Time Report	To pay a new temporary employee whose appointment began prior to beginning of current pay period.	Paper: Payroll Services	55.26
Procedure Number Application/ WSU1403/ 6-01	To request a Procedure Number for purposes of billing computer services.	PDF: 85.35.3	85.35
Property Inventory Card/ WSU1058	Computer-generated form provides a record of acquired equipment.	Paper: Property Inventory, Controller	20.50
Public-Access Defibrillator Use Agreement/ WSU1477/ 12-09	To request approval to install and use an automated external defibrillator (AED) in a University location.	PDF: 2.46.3	2.46
Public Records Request/ WSU1232/ 7-13	To request approval to view and/or copy WSU records.	PDF: 90.05.6	90.05
Purchase Order/ WSU1143/ PAOP01	Computer-generated order to outside vendors based on Departmental Requisitions.	Paper: Purchasing	70.13
Purchasing Card Application/ WSU1396/ 3-10	To request approval for a University purchasing card used to purchase items up to the direct buy limit from outside vendors.	PDF: 70.08.18-19	70.08
Purchasing Card Change Request/ WSU1441/ 4-11	To request changes regarding a departmental purchasing card.	PDF: 70.08.23-24	70.08
Purchasing Card Check-Out Log Sheet/ WSU1470/ 3-10	To log the checkout and return of a purchasing card temporarily checked out to a designated departmental employee.	PDF: 70.08.26	70.08
Purchasing Cardholder Agreement/ WSU1468/ 3-10	To document an employee's completion of purchasing card training and agreement to the terms and conditions of purchasing card use.	PDF: 70.08.20	70.08
Purchasing Card Temporary Delegation/ WSU1469/ 3-10	Used by a cardholder to temporarily authorize another departmental employee to use a purchasing card.	PDF: 70.08.25	70.08
R		Return to Top
Radiation Exposure History Release/ WSU1410/ 3-02	To request an employee's radiation exposure history prior to WSU employment.	PDF: 9.45.7	9.45
Radiation Machine Reactivation Notice/ 3-02	Used to notify the RSO when an inactive radiation machine is put back into active service. Post on machine at time of surplus.	PDF: 9.22.17	9.22
Radiation Machine Registration/ WSU1402/ 3-02	To document the location, operating characteristics, and security measures for a radiation machine.	PDF 9.20.15	9.20
Radioactive Delivery Record/ WSU1411/ 3-02	To provide a record of the receipt, inspection, and surveying of incoming radioactive materials.	PDF: 9.25.6	9.25
Radioactive Materials Incident and/or Accident Report/ WSU1412/ 3-02	To document an accident or incident involving radioactive materials.	PDF: 9.35.7	9.35
Radioactive Sanitary Sewer Discharge Record/ WSU1413/ 3-02	To document the discharge of radioactive materials into the sewer system.	PDF: 9.60.8	9.60
Radioactive Waste Receipt/ 10-00	To document disposal of radioactive wastes.	Paper: Radiation Safety Office	9.60
Receipt Affidavit/ WSU1342/ 1-13	To submit to the Controller in lieu of a lost, misplaced, missing, or inadequate travel receipt.	PDF: 95.20.22	95.20
Records Retention Schedule/ WSU1301/ 8-94	Establishes retention periods for University records.	Paper: Procedures, Records, and Forms	90.01
Relocation Compensation Request/ WSU1424/ 9-06	To request a lump sum relocation compensation payment to recruit a new WSU employee.	PDF: 55.62.3	55.62
Relocation Expense Request/ WSU1436/ 9-07	To request payment of taxable relocation expenses.	PDF: 70.62.4	70.62
Request for Appointing Authority Delegation/ WSU1405/ 2-13	To request appointing authority delegation for faculty, administrative professional, civil service, or collective bargaining unit appointments.	PDF: 60.10.6	60.10
Request for Approval of Application for Extramural Support	To request approval to submit a proposal to an off-campus funding source.	Paper: Office of Grant and Research Development (OGRD) or Automated versions from the OGRD Forms web page	40.02
Request for Authorization to Pilot Aircraft/ DOT900/020	To request University and state approval to pilot aircraft while on official WSU business.	Paper: State of Washington Division of Aeronautics	95.30
Request for Certificate of Insurance/ WSU1400/ 11-06	To request evidence of insurance coverage for submittal to third parties.	PDF: 50.11.3	50.11
Request for Change of Name	To request a name change in University records.	Paper: Payroll Services	90.75
Request for Individual Defense by the Attorney General	To initiate a request for legal defense by the Attorney Generalês Office.	Paper: WSU Attorney General's Office	10.15
Request for Mailing/ WSU1208/ 4-95	To request that mail be sent by specified special services.	Paper: Mailing Services	80.24
Request for Positive Pay Report/ WSU1256/ 2-11	To report unpaid and unreported hours or pieces from previous pay periods.	PDF: 55.26.2	55.26
Request for Reduction in Scope of Radioactive Material Use/ WSU1416/ 3-02	To request a simple change involving a reduction in scope of an existing authorization to use radioactive materials.	PDF: 9.20.12	9.20
Request for Shipment of Merchandise/ WSU1212/ 7-03	To ship merchandise off campus.	Paper: US Item #3979	80.15
Request for Temporary Schedule Change/ WSU1439/ 7-05	To request temporary schedule change.	PDF: 60.33.3	60.33
Request to Donate Shared Leave/ WSU1331/ 7-09	To authorize donation of annual leave, sick leave, or personal holiday hours to another employee as allowed by the shared leave program.	PDF: 60.58.11	60.58
Request to Serve Food/ WSU1353/ 7-10	To request permission to pay for food served at a University training session or meeting.	PDF: 70.31.5	70.31
Research or Conference Account Request/ WSU1283/ 9-08	To request a new account for faculty- or graduate student-sponsored research, a conference, seminar, or workshop.	PDF: 40.07.6	40.07
Respirator Authorization/ Respirator Fit-Testing and Training Record/ 2-00	To authorize the use of a respirator and provide a record of respirator selection, fit-testing, and training.	Paper: Environmental Health and Safety	3.24
Retention Schedule Review/ 7-96	To certify that departmental records retention schedule has been reviewed, or to request changes to a departmental records retention schedule.	PDF: 90.01.8 or FileMaker	90.01
Roles and Responsibilities Agreement for Purchasing Card Annual Renewal/ WSU1475/ 3-10	To renew approval of purchasing cardholder, card reconciler, and approving official responsibilities regarding assigned purchasing card use.	PDF: 70.08.21	70.08
S		Return to Top
Safety Inspection Checklist/ WSU1250/ 10-07	To conduct self inspection of department/ work area and document findings and corrective actions.	PDF: 2.50.3-12	2.50
Safety Meeting Report and Agenda/ WSU1248/ 10-11	To document safety committee or foreman-crew meetings.	PDF: 2.12.4-5	2.12
Safety Orientation Checklist/ WSU1249/ 1-13	To document review of safety procedures.	PDF: 2.16.2	2.16
Service Center Application/ WSU1272/ 8-07	To request approval to charge for goods, services and/or use of equipment.	PDF: 30.15.16	30.15
Service Center Calculation Worksheet/ WSU1459/ 3-08	To identify, calculate, and document the components of requested service rates.	Excel: 30.15.19-21	30.15
Service Center Questionnaire/ WSU1429/ 8-07	To provide additional information concerning a proposed service center.	PDF: 30.15.17-18	30.15
Special Course Fee Request/ WSU1224/ 4-06	To request, amend, or delete a special course fee.	PDF: 30.95.6	30.95
Sponsored Project Activity Request/ WSU1326/ 5-08	To request advance expenditure authorization, rebudgeting and project extension for sponsored projects.	PDF: 40.23.10 or FileMaker	40.23
State Lobbying Activity Quarterly Report/ WSU1334/ 8-06	To report state lobbying efforts.	Online: Government Relations website	10.25
State of Washington Invoice Voucher/ WSU1273/ 5-98	To seek reimbursement from University accounts.	PDF: 30.45.2 or FileMaker	30.45
Student Driver Authorization/ WSU1188/ 5-01	To authorize a student driver to drive a state vehicle.	PDF: 95.35.14	95.35
Summary of Radionuclide Disposals to the Air/ WSU1415/ 3-02	To document the discharge of radioactive materials to the air.	PDF: 9.60.9	9.60
Summer Educational Benefit Request/ WSU1365/ 10-08	To authorize WSU employees to take WSU summer session classes.	PDF: 60.73.6	60.73
Supervisor's Accident Investigation Report/ WSU1246/ 8-97	To document accident investigation. Used when an accident results in an injury which involves lost time from work or medical treatment.	PDF: 2.26.5	2.26
Surplus Disposal Request/ 7-12	To document the transfer of surplus items to Surplus Stores.	Online: myFacilities website	20.76
T		Return to Top
Tax Exemption Certification/ WSU1432/ 10-04	To request exemption from state sales and use tax for machinery and equipment purchased for University research and development activities.	PDF: 70.42.4	70.42
Telework Agreement/ WSU1421/ 2-08	Used to establish a formal agreement for a telework arrangement between the University and an employee.	PDF: 60.34.8-10	60.34
Telework Assignment/ WSU1420/ 9-07	Used to specify the details of an individual telework arrangement.	PDF: 60.34.6-7	60.34
Temporary Employee Orientation Checklist/ WSU1279/ 7-05	To orient temporary employees.	PDF: 60.27.8	60.27
Temporary Employment Position Roster	Report used to monitor the Temporary Employment program.	Paper: Information Technology	60.27
Time Report/ WSU1010/ 8-08	Records attendance, leave, and overtime for classified, faculty, and administrative professional personnel who are eligible for overtime.	Paper: US Item #3311 or Excel: 60.60.33 (Win) 60.60.33 (Mac) or FileMaker	60.60 60.41
Travel / Accounts Payable Reimbursement Direct Deposit Authorization/ WSU1433/ 7-10	To request direct bank deposits of travel and accounts payable expense reimbursements.	PDF: 95.21.3	95.21
Travel Authority/ WSU1109/ 2-10	To request approval for travel and/or request a travel advance.	PDF: 95.05.9 or FileMaker	95.05
Travel Charge Card Application/ WSU1422/ 5-06	Used to request a state travel charge card.	PDF: 95.03.7	95.03
Travel Expense Voucher/ WSU1005/ 7-13	To claim reimbursement for allowed travel expenditures, account for travel advance, and to authorize travel expenditures.	Electronic Form: WSU E-Forms website or PDF: 95.20.23-24 or FileMaker	95.20
Tuition Waiver Request/ WSU1082/ 8-11	To authorize WSU employees to take WSU classes.	PDF: 60.70.6-7	60.70
Tunnel Entry Hazard Acknowledgment/ WSU1487/ 10-12	To confirm that all affected employees have been informed of potential steam tunnel hazards.	PDF: 50.17.6-7	50.17
V		Return to Top
Vehicle Release Authorization/ WSU1293/ 9-06	To authorize the use of Motor Pool vehicles.	PDF: 95.35.16	95.35
Vehicle Request/Justification/ WSU1278/ 2-05	To request a long-term vehicle rental from the motor pool.	PDF: 95.35.15	95.35
Volunteer Monthly Report/ WSU1418/ 10-04	To report total volunteer hours at end of quarter for workers' compensation coverage assessment.	PDF: 60.81.7 or FileMaker	60.81
W		Return to Top
Washington State University Terms and Conditions/ 5-96	To inform vendors of WSU terms and conditions for purchases.	Online: Purchasing Services website	70.07
Witness/Injured Person Statement/ WSU1131/ 9-13	Used by a witness to provide a written account of an accident involving University personnel.	PDF: 2.26.6	2.24 2.26
Workplace Violence Incident Report/ WSU1460/ 2-08	To report workplace violence incidents.	PDF: 50.30.8	50.30
WSU Invoice/ WSU1310/ 2-09	To record charge sales to non-University clients.	Paper: University Receivables	30.57
WSU Receipt/ WSU1054/ 7-88	To record all external cash sales and all cash collections.	Paper: Cashier's Window, Controller	30.52
WSU Receipt Authorization/ WSU1370/ 5-09	To authorize University personnel to obtain WSU Receipts and Receipt Log Sheets from the Cashier's Window.	PDF: 30.52.9	30.52
WSU Receipt Inventory Control Sheet/ 6-08	To provide a record of activity of the WSU Receipts issued to a department.	PDF: 30.52.11	30.52
WSU Receipt Request/ WSU1371/ 9-10	To request receipting forms from the Controller's Office.	PDF: 30.52.10	30.52
WSU Vancouver Surplus Report/ 10-1	For WSU Vancouver (WSUV) departments to document the transfer of surplus items to WSUV Facilities Operations Surplus.	Online: WSUV Facilities Operations website	20.76

55.04_Payroll_Documents_Schedule.htm

Posted in:PAYROLL

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DEFINITION

The Payroll Documents Schedule is a set of deadlines for submitting pay-affecting documents.

AVAILABLE

Payroll Services issues a Payroll Document Schedule for the academic year and for the summer payrolls.

The schedule is also available at the Payroll Services window in French Administration 236, or from the Payroll Services web site. To access the Payroll Services web site, go to:

http://www.wsu.edu/payroll/

DEADLINES

Submit documents to Human Resource Services, the Student Employment Office, the Budget Office, and Payroll Services prior to the dates listed on the Payroll Document Schedule to ensure processing for the current payroll.

Documents received after deadline are processed with the next payroll period.

PAY DATES

WSU issues payments on the 10th and 25th of the month when these days fall on workdays.

When the normal payday is a Saturday, paychecks and earnings statements are issued the preceding workday.

When the normal payday is a Sunday, paychecks and earnings statements are issued the following workday, unless Monday is a University holiday, in which case payday is the preceding Friday.

DOCUMENTS LISTED ON THE SCHEDULE

Employee-Initiated Documents

These documents include the IRS W-4 form, Direct Deposit Authorization card, and deduction agreements with credit unions.

Department-Initiated Documents

Department-initiated documents include online Personnel/Position/Payroll Electronic Routing Management System (PERMS) transactions (personnel actions), Position Actions, Expense Assignment Actions, Time Reports, Expense Transfer Requests, and other documents affecting an employee's pay.

Faculty Timecard

Departments use the Positive Pay Time Entry application in online DEPPS or HEPPS to pay faculty, administrative, and professional employees who are eligible to receive extra compensation. When the Positive Pay Time Entry application is used in this way it is referred to as Faculty Timecard. See 60.42 and 55.22.

I-9

Online Employment Eligibility Verification (I-9) transactions and copies of documents to establish an employee's status are required for legal employment. Refer to 60.04 for complete details.

Leave Report

The Leave Report is a pay-affecting document when it reports leave without pay. See 60.63.

The Leave Report is used in January to claim reimbursement for unused sick leave. See 60.63.

Payroll Expenditure Audit Report (PEAR)

PEAR reports the current pay period's payments and retroactive adjustments for preceding pay periods. The PEAR review by the department may result in a pay-affecting correction. See 55.22.

PERMS Transactions

Personnel actions processed through PERMS transactions are used to appoint, promote, separate, and order other personnel activities. See 60.25 for a complete description.

Position Control Documents

The Position Action, Expense Assignment Action, and Position Identifying Description forms are used to coordinate position activity. See Chapter 58.

Temporary Employment Appointments

The Appointments section of the online Temporary Employment System (TEMPS) is used to enter information concerning temporary employment appointments, reappointments, rate of pay, and changes in status to the payroll system. See 60.26 and 60.27.

Time Report

The Time Report is a pay-affecting document when it is used to report paid overtime, civil leave, leave without pay, standby pay, call back pay, hazardous conditions pay, and termination of employment for classified staff. See 60.60.

The Time Report is used to pay annual leave at separation of employment and annual leave and sick leave at retirement.

The Time Report is used to authorize eight hours of pay for up to four months which entitles an employee to employee benefits during extended periods of leave without pay.

The Time Report is used in January to claim reimbursement for unused sick leave. See 60.60.

Positive Pay Time Entry

The Positive Pay Time Entry application in online DEPPS and HEPPS is used to report hours or pieces worked for positive pay employees. The employee's pay depends on hours worked, pieces completed, or total scheduled work hours per month. See 55.22.

Payroll Activity

Last Batch to Production Control

Internal note to Payroll Services staff.

Run Payroll Calculation

All positive pay hours or pieces must be entered in the Positive Pay Time Entry application no later than the specified day and time.

The next working day, Payroll Services notifies departments that the Payroll Expenditure Audit Report is available at Payroll.

Cut-off for Direct Deposit

This is the last date Payroll Services can correct a payment initiated through the direct deposit system for the specific pay period.

Pay Day

The date the banks deposit pay in the accounts of employees who authorized direct payroll deposit and the date checks are expected to be delivered by the U.S. Postal Service.

PEARs Due in Payroll

See 55.22 for complete instructions for reporting errors on the Payroll Expenditure Audit Report.

The "Corrections" portion on pages 55.22.11-12 provides a description of errors and indicates appropriate action.

Review and return this report as quickly as possible because errors can be resolved much easier prior to the issuance or direct deposit of the employee's paycheck.

The date on the Payroll Document Schedule is the deadline for returning the PEAR, but sooner is better.

58.00_Contents.htm

Posted in:POSITION CONTROL

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Posted on January 06,2014 by jeremy.bass

SECTION TITLE		NUMBER	PAGES	ISSUE DATE
Position Control--Summary		58.01	1-3	05-97
Position Action / Position Review Request		58.02	1-18	10-13
	Form: Position Action/PRR	58.02	19	10-13
Expense Assignment Action		58.03	1-10	01-09
	Form: Expense Assignment Action	58.03	11	01-09
Position Identifying Description--PIDD		58.04	1	04-07
	Form: Position Identifying Description Changes Only	58.04	2	09-90
The page numbers listed for each section refer to the PDF version of the manual. The issue date refers to the latest revision date for the section.

60.71_Training_and_Development.htm

Posted in:PERSONNEL

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Posted on January 06,2014 by jeremy.bass

OVERVIEW

Washington State University provides employees with training and development opportunities in accordance with WAC 357-34 and WAC 200-600.

PURPOSE

The purpose of training and development is to establish training opportunities which support employees in developing occupational and professional skills.

RESPONSIBILITIES

WSU adheres to the provisions of WAC 357-34 and WAC 200-600.

Advisory guidelines for University training are available in the Training and Development Guidelines from the Human Resource Services (HRS) website. To view the guidelines, go to:

http://www.hrs.wsu.edu/

Release Time

The University offers up to 96 hours of release time per fiscal year for each eligible employee to attend training. See 60.72 for more information.

The University or a department may require an employee to attend training. Required attendance during and/or outside of working hours is considered time worked.

Fee Waiver

Eligible employees may participate in the tuition fee waiver program for academic courses with prior supervisory approval. See 60.70 and 60.73.

Training Documentation

Departments may be required to document employee participation in specific types of training activities, in accordance with applicable state and federal regulations.

The department must retain training documentation created for an employee participant for six years after the employee terminates employment with the University, in accordance with state records retention requirements. See 90.01.

To fulfill the records retention requirement, departments may:

Retain documentation in departmental files or databases of employee participation in training programs and sessions; or

Collaborate with Human Resource Services (HRS) to provide documentation of employee participation in training programs and sessions as follows:

Schedule training sessions through HRS;

Obtain approval from HRS to enter the training documentation into the HRS electronic training database; or

Request assistance from HRS to enter the training documentation into the electronic training database.

60.72_Release_Time_for_Training.htm

Posted in:PERSONNEL

version 0 ([revision_count] revisions)

Posted on January 06,2014 by jeremy.bass

POLICY

University supervisors may release employees from normal work duties to attend training programs which promote professional development or improve job skills.

Definition

Release time is the time when an employee is released from normal work duties and compensated at the regular rate of pay to attend an approved training program.

Release Hours Per Year

An eligible full-time employee may use up to 96 hours of release time per fiscal year for training purposes. An eligible part-time employee may use hours of release time prorated according to his or her FTE percentage, e.g., a 50% FTE employee would be eligible for 48 hours of release time per fiscal year.

Training Plan

Prior to approving more than 20 hours of release time, a supervisor may ask the employee to submit a training plan outlining his or her development goals. An employee may use up to 20 hours of release time annually without providing information regarding how the training promotes professional development or improves job skills.

Applicability

Employees

An individual appointed to a University position is eligible to use release time.

The following classes of employees are not eligible to use release time:

Employees with appointments totaling less than 50% FTE

Probationary employees

Employees paid solely on an hourly or piece basis

NOTE: The above classes of employees may attend directed training.

Programs

Departments may grant release time for in-service programs offered through any University unit; e.g., Human Resource Services, Environmental Health and Safety, Information Technology.

Departments may grant release time for programs offered through a reputable non-WSU organization if the training promotes professional or job skill development.

Online Learning Resource

Departments may grant release time to employees for taking online training courses through the Online Learning Resource. The Online Learning Resource is an training and development resource, provided through the Human Resource Services website, which is available to all current WSU employees and students.

The University does not reimburse hours spent taking courses through the Online Learning Resource outside of regular work hours unless the training is required or directed by the supervisor.

Directed Training

Any training required by the employee's supervisor is considered directed training. The supervisor determines whether or not hours devoted to directed training may be included as part of the employee's annual release time total.

Outside Work Hours

Hours spent attending training outside of regular work hours are not to be included as part of the employee's annual release time total.

The University does not reimburse such training hours as extra compensation unless the training is required or directed by the supervisor.

Academic Classes

Hours spent attending academic classes taken under the tuition fee waiver program described in 60.70 are not to be included as part of the employee's annual release time total. Release time hours may not be used for academic classes.

REQUEST PROCESS

Employees are to obtain supervisory approval prior to registering for training.

Denials

A supervisor may deny a request for release time. Reasons for denial include:

Organizational and work-related needs

Personnel coverage

Seasonal work commitments

Work-related emergencies

Employee has used up all eligible release time hours for the fiscal year.

An employee may report patterns of repeated denials when a supervisor does not provide justification for denials or make alternate arrangements. The employee reports such cases to the appointing authority for her or his area, or Human Resource Services; telephone 509-335-4521.

TRACKING RELEASE TIME

The employing department is responsible for tracking hours of release time for departmental employees.

REPORTING TRAINING TIME

If an attendance roster is not circulated in class, report training hours to Human Resource Services. See 60.71.

60.70_Tuition_Waivers–Fall_and_Spring_Semesters.htm

Posted in:PERSONNEL

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Posted on January 06,2014 by jeremy.bass

OVERVIEW

An eligible individual who enrolls in WSU academic courses during fall or spring semesters may request a waiver of tuition. (RCW 28B.15.558) (See below for exceptions.) This program is based on availability of space and facilities. A limited number of additional students are accepted if the class can be taught without incurring additional costs. Regular tuition-paying students are seated first.

See 60.73 regarding tuition waivers for summer session academic courses.

Eligible Individuals

WSU Employees

The following WSU employees are eligible for the tuition waiver on a space-available basis:

Civil service employees holding half time or greater appointments and having permanent status by the tenth day of class for fall and spring semesters.

Civil service employees on trial service appointments meeting the above criteria.

Faculty and administrative professional employees holding half time or greater appointments.

Employees covered by collective bargaining unit agreements are eligible on the same basis as civil service employees unless otherwise defined by the terms of the applicable bargaining unit contracts.

Others

The following individuals are eligible for the tuition waiver on a space available basis.

ROTC faculty and staff employed at WSU locations who meet the WSU employee eligibility requirements above.

Employees of other state of Washington agencies or higher education institutions meeting the WSU employee eligibility requirements above.

Teachers at public common and vocational schools holding or seeking valid endorsements and assignments in state-identified shortage areas. (RCW 28B.15.558)

Ineligible Individuals

The following are not eligible for the tuition waiver:

Individuals who are not employed by Washington State University other than those listed above under "Eligible Individuals."

WSU adjunct appointment holders with no employee/employer relationship with WSU.

Retired employees. (Such individuals may be eligible for the Senior Citizen Tuition Waiver program. Contact the Registrar's Office for more information.)

Hourly employees.

Students, including assistants, associates, or others holding positions with student status.

Probationary civil service and collective bargaining unit employees who do not complete probation prior to the deadlines indicated above under "Eligibility."

An employee whose employment was terminated prior to the first day of class.

Number of Hours

Eligible individuals may enroll for up to six semester hours each fall and spring semester. Hours may be in any combination of credit and audit hours. Individuals enrolling for more than these hour limits are not eligible for the tuition fee waiver program.

Fees

WSU charges each eligible individual a nonrefundable $5 administrative fee plus any special course fees, laboratory fees, late registration charges, or late fee payment charges.

IRI Not Accepted for $5 Fee

The individual may not pay the $5 administrative fee with an Interdepartmental Requisition and Invoice (IRI).

Student Benefits

Individuals enrolled under the tuition waiver program are not entitled to WSU student benefits. WSU student identification cards are not issued or validated.

Excepted Courses

The tuition waiver may not be used for the following types of courses. (Costs for such courses are closely tied to the number of enrolled students or are related to delivery to distant locations.)

Internships,

Tutorials, private lessons, or practicums,

WSU online program courses,

Self-sustaining courses, and

Independent study, including courses numbered 499, 600, 700, 702, and 800.

NOTE: An employee participating in the tuition waiver program may pay the regular tuition to enroll in the classes listed above, provided that the employee does not enroll in more than a total of six semester hours per semester (fall or spring).

ENROLLMENT

Admission

Individuals must be admitted to WSU and pay the admission application fee in order to be eligible to enroll. Any student who was not enrolled the previous two semesters must reapply for admission. Contact the Graduate School or the Office of Admissions for admissions information.

NOTE: Individuals who seek to audit a course, but have not been admitted to WSU should contact the Office of the Registrar and refer below for audit enrollment procedures.

Tuition Waiver Request

Complete and print the Tuition Waiver Request form on 60.70.6-7 to request the tuition waiver and to initiate class registration.

Completion and Approval

Instructor's Approval

The employee obtains the instructor's signature when:

Enrolling to audit a class.

Adding a class after the fifthÂ day of instruction.

Adding a class scheduled at a time that conflicts with another class in the employee's schedule.

The employee obtains the instructor's signature on or after the first day of instruction and not later than the second week of instruction.

WSU Vancouver

In certain circumstances, e.g., business courses at WSU Vancouver, the employee obtains an approval signature from the academic department, rather than the instructor, in order to attend the class. Contact the WSU Vancouver Office of Student Affairs for more information.

Department Chair's Approval

The employee obtains the academic department chair's approval on or after the first day of instruction when adding a class that is full.

Employee's Department/Unit Approval

Eligible WSU Employees

The head of the employee's employing department approves the enrollment by signing a completed Tuition Waiver Request. Do not substitute a signature stamp for the signature.

The department head may deny the request if the essential duties of the position must be performed by the employee during class meeting times.

In addition, a department head may deny a request for any of the following reasons:

Temporary shortage of personnel.

Seasonal work commitments.

Temporary work-related emergencies.

An employee may appeal a denial to the Director of Human Resource Services or designee.

State Employees

A state employee obtains approvals as indicated on the form.

Certification/Verification

Human Resource Services

A Human Resource Services (HRS) representative signs the form to certify the eligibility of each valid WSU employee request for a tuition waiver under this program.

NOTE: HRS does not begin signing Tuition Waiver Requests until one week prior to the start of the semester.

Registrar's Office

A Registrar's Office representative verifies the eligibility of each non-WSU state employee requesting the waiver.

Registration

The requestor must submit the Tuition Waiver Request to the Registrar's Office when registering in order to be eligible for the tuition waiver for the current term. An individual who registers for classesÂ without submitting a Tuition Waiver Request cannot seek a tuition waiver under this program.

The Registrar's Office does not accept Tuition Waiver Requests until the first day of instruction. This practice assures that tuition-paying students are registered before students using space-available waivers. WSU employees are registered before other state employees.

PROCEDURES FOR AUDIT ENROLLMENT

Admission

Admission to WSU is not required to audit classes. If a student is enrolled for credit hours and audit hours, the student must be admitted to WSU.

Audit Registration

Audit registration occurs during the first four weeks of classes in the fall and spring.

Students changing from audit to credit must do so by the date specified in the WSU Schedule of Classes. To view class schedules go to:

http://www.registrar.wsu.edu/

Obtain a Tuition Waiver Request at 60.70.6-7. Follow the instructions on 60.70.7.

OTHER TUITION AND FEE WAIVER PROGRAMS

The WSU Schedule of Classes and the WSU Catalog provide policies and procedures for other tuition and fee waiver programs. These publications are available from the Registrar's Office website at:

http://www.registrar.wsu.edu/

Tuition or Fee Waiver as a State Employee

WSU employees may qualify for a tuition or fee waiver program at another state public institution of higher education. Contact the other institution for information.

Senior Citizens

Senior citizens who are residents of Washington and who are age 60 or over are eligible for the Senior Citizen Tuition Waiver program.

Senior citizens who are interested in enrolling at WSU should contact the Registrar's Office or refer to the WSU Schedule of Classes or RCW 28B.15.540. This tuition waiver is limited to six credits or two courses per semester in the fall and spring semesters only.

See the PDF form:
60.70.6-7: Tuition Waiver Request
Complete and/or print as needed.

60.73_Summer_Educational_Benefits.htm

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An eligible individual may enroll in academic courses during the summer session without paying regular fees on a space-available basis. A limited number of additional students are accepted if the class can be taught without incurring additional costs. Regular fee-paying students are seated first.

Eligible Individuals

WSU Employees

The following WSU employees are eligible for the benefit:

A civil service employee holding a half time or greater appointment and having permanent status by the first day of the summer session class which her or she wants to take.

A civil service employee on a trial service appointment meeting the above criteria.

A faculty or administrative professional employee holding a half time or greater appointment.

An employee covered by a collective bargaining unit agreement is eligible on the same basis as a civil service employee unless otherwise defined by the terms of the applicable bargaining unit contract.

Others

ROTC faculty and staff employed at WSU locations who meet WSU employee eligibility requirements above are eligible for the benefit on a space-available basis.

Ineligible Individuals

The following are not eligible for the fee waiver:

Individuals who are not employed by Washington State University, other than those listed above under "Eligible Individuals."

WSU adjunct appointment holders with no employee/employer relationship with WSU.

Retired employees.

Hourly employees.

Students, including assistants, associates, or others holding positions with student status.

Probationary civil service and collective bargaining unit employees who do not complete probation prior to the deadlines indicated above under "Eligibility."

An employee whose employment was terminated prior to the first day of class.

Number of Hours

Eligible individuals may enroll for up to four semester hours during Summer Session. Hours may be in any combination of credit and audit hours. Individuals enrolling for more than these hour limits are not eligible for the benefit.

Fees

WSU charges each eligible individual a nonrefundable $5 administrative fee plus any special course fees, laboratory fees, late registration charges, or late fee payment charges.

IRI Not Accepted for $5 Fee

The $5 administrative fee cannot be paid with an Interdepartmental Requisition and Invoice (IRI).

Student Benefits

Individuals enrolled under the benefit are not entitled to WSU student benefits. WSU student identification cards are not issued or validated.

Excepted Courses

The benefit may not be used for the following types of courses. (Costs for such courses are closely tied to the number of enrolled students or are related to delivery to distant locations.)

Internships;

Tutorials, private lessons, or practicums;

Center for Distance and Professional Education (CDPE) degree classes;

Distance degree program courses;

Flexible enrollment courses (correspondence courses); and

Independent study, including courses numbered 499, 600, 700, 702 and 800,

Enrollment

Admission

Individuals must be admitted to WSU in order to receive University credit for course work. Individuals not enrolled the previous spring term must apply for admission to Summer Session in order to receive University credit for course work taken during summer term.

Request summer application materials from the Summer Session Office at the WSU Pullman campus or the registration office at the non-Pullman campus of enrollment.

NOTE: Individuals who seek to audit a course, but have not been admitted to WSU should contact the Office of the Registrar and refer below for audit enrollment procedures.

Summer Educational Benefit Request Form

Complete a Summer Educational Benefit Request form to request the benefit and to initiate class registration. The form may be printed or filled in on-screen and printed from the master form on 60.73.6.

Approval

WSU Employees

The head of the employee's employing department approves the enrollment by signing a completed Summer Educational Benefit Request. Do not substitute a signature stamp for the signature.

The department head may deny the request if the essential duties of the position must be performed by the employee during class meeting times.

In addition, a department head may deny a request for any of the following reasons:

Temporary shortage of personnel.

Seasonal work commitments.

Temporary work-related emergencies.

An employee may appeal a denial to the Director of Human Resource Services or designee.

Late Enrollment, Time Conflict

The employee obtains the instructor's signature when:

Auditing a class.

Entering a class after the fifth class day.

Entering a class scheduled at a time that conflicts with another class in the employee's schedule.

Impacted Classes

Impacted (high demand) courses usually do not have space available. In order for the Registrar's Office to register a requester for an impacted class, he or she must obtain written approval from the department chair on:

A Summer Educational Benefit Request (60.73.6) and

An Add/Drop Enrollment Change (Summer Session) form.

To obtain the Add/Drop Enrollment Change (Summer Session) form, go to the Summer Session Forms website at:

http://www.summer.wsu.edu/How_Do_I/Add_Drop.asp

Certification/Verification

Human Resource Services

A Human Resource Services (HRS) representative signs the form to certify the eligibility of each valid WSU employee request for this benefit.

NOTE: HRS does not begin signing Summer Educational Benefit Requests until one week prior to the start of each summer session.

Registration

The requestor submits the Summer Educational Benefit Request to the Summer Session Office on the first day of class in which he or she plans to enroll in order to be eligible for the benefit for the current summer term.

Submitting a completed Summer Educational Benefit Request provides course registration information in addition to requesting the benefit.

NOTE: An individual who registers as a regular fee-paying student cannot seek educational benefits under this program for the session or semester.

PROCEDURES FOR AUDIT ENROLLMENT

Admission

Admission to WSU is not required to audit classes. If a student is enrolled for credit hours and audit hours, the student must be admitted to WSU.

Audit Registration

Audit registration occurs during the first week of a summer session class. Students changing from audit to credit must do so by the date specified in the WSU Summer Session Catalog/Time Schedule. To view class schedules, go to the Summer Session website at:

http://www.summer.wsu.edu/

Complete a Summer Educational Benefit Request form to request class registration for audit. The form may be printed or filled in on-screen and printed from the master form on 60.73.6.

Payment of the $5 Fee

Submit the completed form and the $5 administrative fee to the Cashier, Controller's Office, by the end of the first week of a class during the summer session. To be eligible for the tuition fee waiver, the Summer Educational Benefit Request must be submitted.

The Cashier stamps the form as paid and returns it to the individual who takes it to the Summer Session Office.

See the PDF form:
60.73.6: Summer Educational Benefit Request
Complete and/or print as needed

EP14_Antivirus.htm

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Executive Policy #14
Approved February 4, 2002

University Antivirus Policy

PDF link

PURPOSE

Washington State University shall promote a secure computing environment for all students, faculty, staff and affiliates. Computing platforms (including but not limited to: desktop workstations, laptops, hand-helds, personal digital assistants, servers and network devices) are integral elements in the operations of the University and as such are vital to the University's mission. Computer viruses, worms, trojans, etc. constitute a major threat to the integrity and performance of the computing operations on campus, including access to critical data and the availability of the campus network. This policy will help ensure that all vulnerable computing platforms on campus are hardened against attack and protected by antivirus software at all times.

ANTIVIRUS SOFTWARE POLICY STATEMENT

Any computer or network device connected to the WSU network shall be protected by antivirus software from malicious electronic intrusion. This policy applies to all devices connected, by any means, to the WSU network including those owned by the University, private individuals such as faculty, staff and students, affiliates, and third-party vendors, as well as any systems obtained through grant funding.

SYSTEM HARDENING AND ANTIVIRUS SOFTWARE MANAGEMENT

Any computer or networked device that is connected to the campus network by any means, including wireless or dial-up connections, must be hardened against attack by viruses, worms and trojans. All computers or networked devices shall have applicable operating system and application security patches and updates installed prior to initial connection to the network and within seven days of their availability on the vendor's web site thereafter. Additionally, those systems for which antivirus software is available shall have it installed and configured for effective operation prior to their connection to the campus network. Mail Servers must be configured with antivirus software that disinfects all incoming and outgoing electronic mail and attachments.

Unit administrators, system administrators, individual computer users such as students, faculty, staff, affiliates and third-party vendors are individually and collectively responsible for the antivirus software and applicable operating system and software patches for devices under their control. For privately-owned devices connecting to the campus network, this responsibility lies with the primary user of that machine.

All antivirus software shall be actively managed to ensure that the latest software updates and the virus signatures are installed. It is strongly recommended that the antivirus software be configured to obtain these updates automatically and frequently from either the antivirus vendor, from a central departmental location or campus-wide source.

The University reserves the right to review any device attached to the network (public or non-public) for adequate virus protection. The University reserves the right to deny access to the network to any device found to be inadequately protected. Additionally, the University reserves the right to disable network access to any device that is insufficiently protected, or currently infected with a virus. Network access may be restored when the device has been cleaned and current antivirus software and applicable operating system and application patches have been installed.

EP16_University_Network_Policies.htm

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University Network Policies

PDF link

BACKGROUND

Washington State University's network infrastructure and network services are vital to carry out the mission of the University. Policies are needed to ensure the continued integrity of these assets.

Three areas have been identified which require policy statements:

Network Protection -- Protection of the physical network infrastructure.

Network Devices and Services -- Management responsibility for devices connected to the network infrastructure and services offered over the network.

Network Information Services Access -- Access to network information services provided by WSU.

Also refer to:

Electronic Publishing Policy: Policy on Electronic Publishing and Appropriate Use of Computing Resources, Information Technologies, and Networks (Executive Policy 4)

University Data Policies (Executive Policy 8)

Wireless LAN Policy (Executive Policy 13)

University Antivirus Policy (Executive Policy 14)

DEFINITIONS

Network infrastructure is the collection of elements that provide the mechanism to carry out electronic data, voice, and video communications. This includes cabling, switches, routers, computers, software, other network components for wide-area/local-area, and wireless network hardware such as wireless access points and their associated components operated within the boundaries of WSU.

WSU network information services are the information and transactional services that WSU makes available for use via the WSU network and/or the Internet. Examples include central and local e-mail services, self-service Web applications, online course management systems, e-commerce sites, etc.

A public service may be accessed by anyone without supplying personal identification that is associated with appropriate authorization.

Access to a nonpublic service is restricted and cannot be gained without proper identification and authorization.

For purposes of issue and complaint investigation and resolution, "WSU" is defined as Information Technology and/or the system/network administrators at the local department or college level working in concert with the Information Technology unit at that campus.

PURPOSE

Washington State University must have a stable and reliable environment for all students, faculty, staff and affiliates to conduct computing and communication activities. This network protection policy is intended to protect and preserve the physical network infrastructure over which these activities are conducted.

NETWORK PROTECTION POLICY STATEMENT

The WSU network infrastructure shall be protected from accidental or malicious destruction or modifications and from activities that impair network usability and performance.

ACCESS TO THE WSU NETWORK INFRASTRUCTURE

Access to the physical network infrastructure behind the faceplate connections shall be limited to only those individuals authorized by central information technology departments (WSU IT in Pullman, Information Services in Spokane, Tri-Cities, Vancouver, ICN, etc), hereafter referred to collectively as Central IT/IS. This includes access to telecommunications closets, access to and use of telecommunications pathways (cable trays, horizontal distribution conduits, riser systems, etc.), and access to and use of telecommunications media (fiber strands, copper pairs, etc.). Access to the above facilities by Facilities Operations staff is permitted when performing maintenance in the facilities or when completing work orders that are requested or approved by authorized Central IT/IS.

Wireless access points, installed and/or maintained by Central IT/IS, are considered to be a part of the physical infrastructure and therefore access is restricted to designated individuals.

Access via network or other data connection to the management features of any electronic network infrastructure equipment owned and/or managed by Central IT/IS shall be limited to Central IT/IS staff or their designated representative.

Central IT/IS is responsible for the telecommunications infrastructure space and equipment and shall insure that these spaces are safe and secure. Therefore physical access to these spaces will be strictly controlled. To ensure the safety and accessibility of the communications infrastructure, communications closets must be single-purpose facilities and cannot be utilized as auxiliary space for purposes such as storage, janitorial closets, etc.

Unauthorized modifications to or tampering with the physical network or electronic network equipment will be considered inappropriate use and may be subject to disciplinary and/or criminal action. (See also Electronic Publishing Policy: Policy on Electronic Publishing and Appropriate Use of Computing Resources, Information Technologies, and Networks (Executive Policy #4))

DEPARTMENTAL EXTENSIONS TO THE WSU NETWORK

Departments may extend the WSU network with small intra-office networks to accomplish local goals provided these networks do not require access to the physical WSU network infrastructure as described above. Furthermore, these networks must not impair the usability or performance of the WSU network in any way beyond the usual network traffic resulting from additional devices being attached to the network extension. All departmental components (switches, cables, connectors, etc.) must meet current industry performance standards and be of sufficient quality to maintain overall network performance. Installation of departmental cabling must meet National Electrical Code (NEC) standards, Washington State Department of Labor and Industries standards and licensing requirements, and Electrical Industries Alliance/Telecommunications Industries Alliance (EIA/TIA) telecommunications cabling specifications.

Extensions to the WSU network using wireless technologies must comply with the Wireless LAN Policy (Executive Policy #13). Privacy and confidentiality issues must be considered before utilizing wireless technologies.

Departments are encouraged to contact IT for a review of their plans for installing network extensions to ensure that network performance will not be impaired by the installation and that the extension does not violate State of Washington Codes.

WSU reserves the right to review any departmental network extensions and disconnect those components that impair network usability, performance or security.

Network Devices and Services Policy

PURPOSE

The WSU network and the network services made available thereon are vital resources for the successful operation of the University. This network devices and services management policy is intended to protect the integrity of the WSU network and its constituent elements and thereby ensure the continued availability of all services provided via the WSU network.

NETWORK DEVICES AND SERVICES POLICY STATEMENT

All devices that are connected to the WSU network and all WSU-provided services available via the WSU network shall be actively managed to ensure the integrity, performance, and availability of the network and availability of WSU network services.

NETWORK DEVICE AND SERVICE MANAGEMENT RESPONSIBILITY

Deans/directors, system administrators, all individual computer users, and third-party vendors are responsible for actively managing the network devices and/or services under their control. This includes protecting the devices and services from accidental or malicious service outages and disruptions by exercising appropriate precautions. See Appendix A for a "Best Practices" guideline.

Also see University Antivirus Policy (Executive Policy 14) for protecting computer operations and resulting performance of the network.

WSU reserves the right to review any device or service attached to the WSU network (public or nonpublic) for vigilant management, adequate security, and appropriate representation of the University as defined in the Electronic Publishing Policy: Policy on Electronic Publishing and Appropriate Use of Computing Resources, Information Technologies, and Networks (Executive Policy 4). WSU reserves the right to deny access to the WSU network by any device or service that is deemed to be a significant security risk.

Network Information Services Access Policy

PURPOSE

Some services provided by WSU and its affiliates via the WSU network are available to the public, i.e., they may be accessed by anyone without supplying personal identification that is associated with appropriate authorization. These are "public services." However, most WSU network services are nonpublic, i.e., access to the service is restricted and cannot be gained without proper identification and authorization. These are "nonpublic services." This network services access policy is intended to ensure that all nonpublic network services provided by WSU are accessible only by the appropriate persons.

NETWORK SERVICES ACCESS POLICY STATEMENT

Each nonpublic network service shall ensure that access is provided only to the appropriate individuals by using the WSU Network Authentication Service or equivalent departmental authentication system.

NETWORK AUTHENTICATION SERVICE

The WSU Network Authentication Service provides verification of a user's identity for access to nonpublic WSU network services. All WSU entities are encouraged to use the Network Authentication Service to control access to any nonpublic services that they might provide via the WSU network.

NETWORK SERVICE USER IDENTIFICATION

The WSU Network Authentication Service manages user identification for individuals in the University community to access nonpublic WSU network services. Students, employees, and others approved by the University are eligible to obtain a unique WSU network user identification called a "Network ID."

Each individual may select his/her own Network ID, however WSU reserves the right to refuse acceptance or require replacement of a Network ID.

Each individual is responsible for any and all use of the WSU network or network services obtained under his/her Network ID.

Network ID passwords must not be shared or transferred to others.

Possession of a valid Network ID and password does not necessarily imply any right or privilege.

Departments using alternative identification systems are strongly encouraged to promote security by establishing and publishing similar guidelines for their services.

NETWORK SERVICE USER AUTHORIZATION

A nonpublic service on the WSU network may require additional authorization procedures to determine the user's authority and/or level of privileges in using that nonpublic service.

NETWORK SERVICE USER EXPIRATION

Any provider of a nonpublic WSU network service must maintain a list of authorized users or other authorization information. The provider of that service must review and update those authorizations on a regular basis including expiration/removal of authorization for those individuals no longer eligible for access to that particular service. These include faculty and staff that have left the University, students who are no longer enrolled at the University, and third parties that are no longer under contract or other relationship to the University. Care should be taken to specifically preserve access using the WSU Network ID for retirees to services related to retirement and benefits information.

Deans/directors, personnel officers, system administrators and others that grant access to nonpublic systems must ensure that this access is removed when no longer needed for business or academic purposes.

Appendix A: Best Practices Guidelines

In order to maintain appropriate network security and integrity it is strongly suggested that all workstations, servers and other network equipment be continually maintained in the following areas:

Apply the latest software and firmware updates/patches in a timely fashion.

Install and maintain antivirus software as required by the University Antivirus Policy. See EP14.

Disable unnecessary services/daemons such as mail relay (SMTP), SNMP, telnet, ftp, etc.

Disable or otherwise protect vulnerable TCP/IP ports.

Take appropriate steps to physically secure servers from theft or damage.

Regularly review activity logs for evidence of break-ins and take the appropriate corrective actions.

Maintain regular system backups to facilitate disaster recovery.

Prevent creation and use of passwords that can be easily cracked, e.g., 12345, a single letter or number repeated, a dictionary word, drowssap (password spelled backwards), etc.

Remove or disable unused accounts.

Keep informed of current industry security standards and apply them as appropriate.

EP13_Wireless_LAN_Policy.htm

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Wireless LAN Policy

PDF link

BACKGROUND

The use of Wireless LANs for data communications offers increased flexibility and mobility over wired solutions. Due to this the requirement for wireless access throughout the campus is expected to dramatically increase over the next few years. At the same time the technology presents the following challenges:

Shared Spectrum

Wireless data networks using the IEEE 802.11 specification operate in the 2.4 GHz or 5 GHz radio spectrums. Both frequencies must be shared by all applications utilizing them in the same coverage area. This can be a problem if adjacent departments in the same building or area independently operate wireless LANs. Problems may also be caused in the 2.4 GHz spectrum by other competing applications such as microwave ovens or some cordless phones.

Nonoverlapping Channels

Both frequencies are limited by the number of nonoverlapping channels that are available with the 2.4 GHz frequency limited to only 3 nonoverlapping channels and the 5 GHz frequency limited to 20 nonoverlapping channels.

Security

Most of the security schemes that are currently available are easily compromised.

For the above reasons the following policies are necessary:

POLICIES

1. Management

To ensure the technical coordination required to provide the best possible wireless network for Washington State University, central information technology departments (WSU IT in Pullman, Information Services in Spokane, Tri-Cities, Vancouver, ICN, etc.), hereafter referred to collectively as Central IT/IS, are solely responsible for the deployment and management of 802.11 access points or other related wireless technologies. Departments should not deploy 802.11 access points or other related wireless technologies without coordination with the appropriate Central IT/IS group.

2. Deployment

Wireless access will be deployed in a manner such that access meets the greater needs of the campus and usage will not be restricted to a specific use and/or department.

3. Equipment

In order to maintain compatibility between the various components of the Wireless LAN and to provide spare equipment in case of failure, Central IT/IS will specify the equipment to be used in the Wireless LAN.

4. Security

All wireless access will be connected to authentication services through the use of a VLAN to an authentication service. Unauthenticated access to services on the WSU wireless LAN will not be permitted. In addition all access will be through a VPN gateway in order to secure and encrypt wireless communications.

Due to the shared nature of the wireless spectrum and the need for security, equipment already in place that interferes with approved equipment or that does not comply with the security requirement will need to be modified or replaced. The appropriate IT/IS group will work with the owner of the equipment to resolve problems, however if a solution can't be reached the equipment may be disconnected. Departments planning new installations should ensure that they work with the appropriate IT/IS group to avoid these issues.

60.90_Political_Activity_of_WSU_Employees.htm

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PERSONNEL
60.90
New 7-90
Reviewed 9-06
Government Relations
335-6292 ALLOWED POLITICAL ACTIVITY

Employees may engage in political activity including campaigning for political office for themselves or other candidates if the time devoted to these activities does not interfere with their conduct of University duties. Employees may also campaign for or against ballot initiatives with the same restrictions.

On his/her own time, an employee may campaign for or against a political candidate or ballot initiative including distribution of campaign material, speaking about a political candidate or a ballot initiative, and otherwise working for or against any candidate or ballot measure, subject to the limitations regarding public property described in 20.35.

An employee may respond to a political inquiry by providing routine factual information, such as the address of a candidate.

On his/her own time, an employee may participate in the management of a political campaign or may hold any office within a political party.

An employee may solicit voluntary campaign contributions to support or oppose a political candidate or ballot initiative, on his/her own time, subject to the limitations regarding public property described in 20.35. (RCW 41.06.250)

An employee may make personal campaign contributions. No University funds, regardless of the source, may be used to contribute toward a political campaign.

Employees may request leave for campaign activity using regular leave request procedures.

Classified staff refer to 60.57.

Other WSU employees refer to the Faculty Manual and to 60.56.

Soliciting Contributions

Campaigning includes soliciting campaign contributions to support or oppose a political candidate or a ballot initiative.

WSU Employees Paid From Federal Funds

A WSU employee whose salary is supported with federal funds is not subject to the federal Hatch Act provisions restricting political activity but must comply with any WSU restrictions regarding political activity.

Federal Employees

Federal employees attached to WSU are subject to all of the provisions of the federal Hatch Act restricting political activity and to any WSU restrictions regarding political activity.

Use of Facilities

Refer to 20.35 for important restrictions on the use of WSU facilities, grounds, equipment, and services for political activity.

GUIDELINES ON POLICITAL ACTIVITY

Faculty, staff, and students may obtain a copy of Guidelines on Political Activity from the Office of Government Relations; telephone 8-2165 from all WSU campuses.

EP8_University_Data_Policies.htm

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University Data Policies

PDF link

BACKGROUND

Data are valuable institutional assets of Washington State University. Data policies are needed to ensure that these resources are carefully managed and wisely used.

Five areas have been identified which require data policy statements:

Data Administration--Management responsibility for University data,

Data Access--Inquiry and download access to University data,

Data Usage--Appropriate use and release of University data,

Data Maintenance--Upkeep of University data, and

Data Security--Physical protection of University data.

DEFINITION

University data are the items of information which are collected, maintained, and used for the continued operations of Washington State University, specifically administrative data and other data maintained and safeguarded for University operational purposes. This includes data held by central offices as well as data held by departments or individuals. Operational data such as that held by the Offices of the Vice President for Research, Grant and Research Development, Research Assurances, and Intellectual Property Administration is covered by these data policies. Other research data, scholarly work of faculty or students, and intellectual property are not covered by this policy. For security and retention rules for such data, contact the Office of Research, the Graduate School, and/or Student Affairs and Enrollment.

Where referenced in this policy, data encryption shall be accomplished according to current commercially reasonable business practices as outlined in Appendix A.

PURPOSE

Data are valuable resources for the University and must be carefully managed. This data administration policy is intended to ensure that all University data are managed as institutional assets for fulfilling the University's mission of instruction, research, and public service.

DATA ADMINISTRATION POLICY STATEMENT

University data shall be administered by executive officers of the University, referred to as data stewards.

DATA STEWARDS

Data stewards have charge over University data and are responsible for its safekeeping. Each data steward is responsible, within the bounds of University data policy, for operational policies and procedures governing inquiry and download access, dissemination, usage, collection, maintenance, and protection of the data in a designated data area. The data steward is responsible for the definition and classification of data in that area as well as verifying its authenticity as needed. Documentation characterizing shared University data will be maintained and made available for University use.

A data steward may delegate any or all of his/her data administration duties to another University administrator known as a data custodian, however the data steward retains ultimate responsibility. The data steward and data custodian for each set of University data are listed in Appendix B.

Data Access Policy

PURPOSE

Data and ready access to that data in its many forms are vital to the successful operation of the University. Faculty, staff, and others need appropriate access to University data through online inquiry and/or downloads in support of University functions. In turn, faculty, staff, and others with access are obliged to appropriately use and effectively protect University data. The policy is intended to supplement, not override, the definition of access to data under Washington Public Records Act, RCW 42.56, and the Preservation of Public Records law, RCW 40.14.

DATA ACCESS POLICY STATEMENT

University data shall be accessible for inquiry and/or download by authorized employees or other authorized individuals in support of University functions appropriate to the role/duties of the authorized individual.

DATA ACCESS AUTHORIZATION

Access to University data for inquiry and/or download purposes (through centrally or departmentally supported applications software, user-written software, or other means) will be authorized on the basis of data inquiry access categories and the individual's roles/duties. An individual's access to his/her own student or employment information, however, is governed by law and is not constrained by these categories.

Data stewards will classify the data for which they are responsible according to the following inquiry access categories:

Public Data--Data which are of interest to the general public and for which there is no University business need or legal reason to limit access. Public data may be made available to the general public in printed or electronic format, e.g., at the WSU library, WSU Campus Directory, WSU web sites, etc. Anyone in the general public may view these data using such public sources. However, the University does not provide these data in other than the published form(s) without the consent of the appropriate data steward and/or Public Records Officer, or as required by law. Examples of public data are employee names, work addresses, and work telephone numbers.

Non-Public Data--All data held by the University for operational, educational, and/or other purposes which are not appropriate or available for general public use. Non-public data shall be made available to authorized University employees for inquiry/download only in support of the performance of their assigned roles/duties. Non-public data may be released to individuals or groups outside of the University community only with approval from the appropriate data steward, Public Records Officer, or as required by law. Examples of non-public data include records subject to disclosure under law including University business transactions, employee records, student records, and other data so disclosable.

Confidential Data--Data to which access is restricted for legal or other University business reasons including personal information as described in Appendix C. Examples of confidential data include a person's name together with social security number or bank account number or driver's license number, a person's WSU Network ID together with its password, certain personnel records, certain student records, etc.

Access to general non-public data may be granted through authorization to use a related administrative information system. (See the Administrative Information Systems Access matrix in Appendix D.) However, access to confidential data must be explicitly authorized by the data steward, based on University need, unless relevant law provides otherwise. The appropriate data steward will determine whether an individual's stated business need for access to confidential data is legitimate and appropriate.

All members of the University community are responsible to access non-public data only for legitimate purposes of University business. Each member of the University community with authorization to access non-public University data must document with a signed statement that he/she understands and will comply with University policies and procedures applicable to that data. Authorization to access non-public data and confidential data will be terminated when the individual no longer has a business need for the data or his/her affiliation with the University ends.

Data Usage Policy

PURPOSE

Authorization to access University data carries with it the responsibility to use the data as intended and not for personal gain or other inappropriate purposes. This data usage policy is intended to ensure that University data are used appropriately.

DATA USAGE POLICY STATEMENT

Non-public and confidential University data shall be used only in the performance of assigned roles/duties within the University.

DATA USAGE RESPONSIBILITY

Each individual with access to University data has the responsibility to use those data and any information derived from them appropriately. Individuals will be held responsible for any use made of University data under their user IDs and passwords. (See EP18: Computer and Network User Identification and Password Policy.)

University data must not be used to promote or condone discrimination on the basis of race/ethnicity, color, creed, religion, national origin, gender, sexual orientation, age, marital status, the presence of any sensory, mental, or physical disability, or whether a disabled or Vietnam era veteran. University data must not be used to promote or condone any type of harassment, copyright infringement, political activity, personal business interests, or any activity that is unlawful and/or precluded by University policies.

Willful misuse of University data, violation of state ethics laws and rules with regard to University data, or other breaches of this policy, can result in termination of access privileges, University disciplinary action which may include termination of employment, and/or civil and criminal penalties. (See Ethics in Public Service, RCW 42.52, or http://ethics.wa.gov/. For information on appropriate use, see EP4: Electronic Communication Policy.)

Data Maintenance Policy

PURPOSE

University data are managed as institutional assets for use by the University community. The usefulness and effectiveness of University data depend on these data being accurate and complete. This data maintenance policy is intended to ensure the integrity of University data.

DATA MAINTENANCE POLICY STATEMENT

The integrity of University data shall be maintained by authorized individuals on behalf of the University.

DATA INTEGRITY

Every effort must be made to ensure the accuracy, timeliness, and completeness of University data. Data collection and maintenance shall be performed as close to the original source of the data as feasible. Access to data for maintenance purposes shall be authorized by the appropriate data steward.

All collection and maintenance of centrally-managed University data must be processed through centrally-managed edit routines. This includes uploaded data or other electronically-supplied data values.

Data Security Policy

PURPOSE

University data must be effectively protected from unauthorized acquisition or disclosure as well as accidental or intentional modification, destruction, or loss. This must be done to ensure data confidentiality, integrity and to prevent unnecessary litigation or penalty against the University and its employees.

University data and information can be maintained and represented in various formats including electronic storage, screen display, printed copy, etc. Each member of the University community has an obligation to protect data under his/her control.

DATA SECURITY POLICY STATEMENT

University data shall be safeguarded to ensure its confidentiality, integrity, reliability and availability.

DATA SECURITY

All confidential data connected with an individual's name shall be stored securely on physically secured storage devices or media and displayed in an encrypted or otherwise obscured manner. Confidential data will be disclosed in full only to specifically authorized individuals as needed to conduct business functions of the University.

Non-public University data shall be stored or transported on portable devices/media (laptops/tablets, USB drives, CD-ROM, DVD, etc.) only as required to conduct University business functions. Where necessary to store or transport such data on a portable device/medium, they should be protected from disclosure in the event of device/media loss using commercially reasonable business practices such as device locks or data encryption.

Non-public University data must be protected during network transmission according to commercially reasonable business practices such as secure transport mechanisms or data encryption.

Individual WSU employees and agents are responsible for accessing and implementing security software and tools the University makes available. A department or individual employee may substitute software or tools which provide a level of security equal to or greater than those provided by the University, so long as the department or individual employee has obtained all necessary licenses for such use.

All security incidents or suspected incidents involving a computer containing University confidential or personally-identifiable information must be reported immediately to the Information Technology Services (ITS) Network Operations Center at 509-335-4949.

DATA RETENTION AND DISPOSITION

A current copy of University data must be preserved to ensure the restorability of data lost to disaster or destruction. Procedures to recover lost data must be in place. However, other than the official source copy and appropriate backup copies of University data, data shall be held in other locations only as necessary and only for as long as necessary to conduct the business of the University as required by policy and/or law.

Non-public and confidential data recorded in any media must be disposed of in a manner that will render the data unrecoverable. Care must be taken to ensure that information is not recoverable using readily available forensic tools when a computer and/or its storage media are scheduled for surplus sales or other re-use either within or outside of the University. Data residing on a computer or storage media should be removed before passing the device or media on to another employee unless that individual is assuming the role/duties and has the same data access privileges as the previous user.

Departments are responsible for retaining and disposing of University records in accordance with retention periods approved by the Washington State Records Committee. (RCW 40.14). Refer to the WSU Business Policies and Procedures Manual, section 90.01 for details.

Appendix A Commercially Reasonable Business Practices

Commercially reasonable standards are practices and procedures in widespread use in the business community generally considered to represent prudent and reasonable business methods. These standards provide methods of data encryption, user identification, digital signatures, etc. The use of these standards provides evidence that due diligence has been exercised by the University.

Appendix B Data Stewards

Set of Data Data Steward Data Custodian

Associate/Address* Vice President, Information Services and Chief Information Officer (CIO) Planning Coordinator,
Information Services

Donor Vice President, Advancement and External Affairs Assistant Director of Information Technology

Facilities, Financial, Personnel Vice President, Business and Finance Executive Director of Budget and Resource Planning,
Business and Finance

Library Provost Assistant Director, Systems and Planning,
WSU Library

Research Provost Vice President for Research,
Office of Research

Student Vice President,
Enrollment Management Senior Associate Registrar

* Includes identity and access information such as authentication, authorization, and individual usage data

Appendix C Personal Information

Washington State RCW 42.56.590 (Personal Information -- Notice of Security Breaches) defines "personal information" as an individual's name (last name plus first name or initial) in combination with any of the following data: social security number, driver's license number or Washington identification card number, or credit card, debit card or bank account number along with the security/access code that would permit access to the person's financial account(s).

Appendix D Administrative Information Systems Access

Note: These lists are for informational purposes only. This is not a comprehensive set of all centrally-managed administrative information systems.

SET OF DATA DATA STEWARD DATA CUSTODIAN

Associate/Address Vice President, Information Services and CIO Planning Coordinator, Information Services

SYSTEM NAME ACRONYM FUNCTION LEVEL ACCESS

Administrative Information Resource AIR Access Only

Associate Administrative Web Applications Various Yes

Self Service Web Applications Various Not Applicable

University Names and Addresses UNAF Yes

WSU Organizational Units WSUORG Yes

WSU Portal zzusis Yes

SET OF DATA DATA STEWARD DATA CUSTODIAN

Facilities, Financial, Personnel Vice President, Business and Finance Executive Director of Budget and Resource Planning

SYSTEM NAME ACRONYM FUNCTION LEVEL ACCESS

Account Balances/Detail System BALANCES Access Only

Billing Receivables System BRS Yes

Campus Automobile Reservation System CARS Yes

Construction Project Management JOBLOG Yes

Effort Certification/Cost Sharing EFFORT No

Facilities Management FACILITY Yes

Facilities, Financial, and Personnel Administrative Web Applications Various Various

Financial Accounting System FACTS Yes

Financial Data Warehouse(s) None Access Only

Higher Education Payroll Personnel System HEPPS Yes

Housing and Dining Accounts Receivable System HADARS Yes

Land Management System LAND No

Loan Management System LMS Yes

Personnel Records Imaging and Electronic Workflow Acorde Yes

Property Inventory System PROPERTY Yes

Purchasing, Accounts Payable, Receiving System PAPR Yes

Schedule 25/Resource 25 R25 Yes

Service Center Billing/An Inventory Management System SCB/AIMS Yes

Service Order System SOS Yes

Vehicle Management System VEHICLE No

SET OF DATA DATA STEWARD DATA CUSTODIAN

Student Vice President,
Enrollment Management Senior Associate Registrar

SYSTEM NAME ACRONYM FUNCTION LEVEL ACCESS

Admit ADMIT No

Advise ADVISE Yes

Degree Audit Reporting System DARS Yes

Financial Aid Management System FINAID Yes

Honors HONORS Yes

Official Academic Records System OARS Yes

Prospect Communication Tracking System ProACT Yes

Student & Exchange Visitor Information System SEVIS Yes

Student Administrative Web Applications Various Various

Student Data Warehouse(s) None Access Only

Student Records Download SRDOWN Yes

Student Records Imaging and Electronic Workflow Acorde Yes

Student Records Transcript System SRTS Yes

EP18_User_ID_and_Password.htm

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Computer and Network
User Identification and Password Policy

PDF link

BACKGROUND

The discipline of information systems security is based on the notion of controlling access between system users and system resources in a shared networked environment. Controlling access generally relies upon establishing an identity (e.g., user ID) for each system user so that this information, in conjunction with some form of authentication (e.g., password), can be used as the basis for determining whether a user has the proper authorization to access a given resource. Computer user IDs and passwords are typically one of the weakest links in any security methodology. Information system security depends upon authentication information being kept secret. The proper use of user ID and password information is fundamental to information system security and is often the first line of defense users have against unauthorized access to network resources.

Also refer to:

Executive Policy #4: Electronic Communication Policy: Policy on Electronic Publishing and Appropriate Use of
Information Technology Resources

Executive Policy #8: University Data Policies

Executive Policy #16: University Network Policies

PURPOSE

This policy is intended to help promote a secure computing environment at Washington State University (WSU) by (1) establishing minimum user ID and password requirements for all WSU computer and network system users, (2) enabling WSU system administrators to set appropriate department/area user ID and password policies and procedures, and (3) to ensure that sound and secure user ID and password management practices are consistent University-wide.

SCOPE

This policy applies to all users of WSU owned and maintained systems and WSU provided IT services and resources. This includes, but is not limited to, WSU faculty, staff, students, associates, alumni, business partners and contractors.

POLICY

User IDs shall be unique and assigned to an individual WSU computer and/or network system user. Shared computer and/or network system user accounts shall only be used when it is not operationally feasible to do otherwise, and the risk of using shared accounts is at an acceptable level.

It is the responsibility of everyone to keep his or her passwords secret. Passwords are considered confidential information and shall not be shared or transferred to others.

Passwords should not be written down. Where it is considered necessary to store passwords off-line, passwords shall be protected by some other level of security (e.g., Physical Security mechanism such as a locked safe or cabinet).

Where technically and operationally feasible, passwords shall not be electronically stored, cached, or transmitted in clear text.

The responsible administrative authority shall periodically review and remove or modify WSU computer and network system user accounts as appropriate or whenever the status of the user changes.

Passwords must be changeable by the user except in the extraordinary case of shared user IDs and passwords. In the case of shared user IDs and passwords, procedures must be in place to securely manage the shared user ID and password (e.g., password change and distribution).

Where technically and operationally feasible, minimum password requirements for WSU computer and network systems are as follows:

Passwords shall be a minimum of 8 characters in length for general users, and a minimum of 10 characters in length for users with elevated privileges (e.g, system and network administrators).

Passwords shall consist of at least one of each of the following character sets: letters, numbers, and special characters (i.e., !, @, #, $, %, &, *, +, ?). Sample password: 9u1!m@n!

When choosing passwords, users should avoid using their name, pet's name, relative's name or other common names, user ID, dictionary words (including words from foreign language dictionaries), birth date, phone number, address, or any other type of personal information or that which is easily derived from such information.

Passwords shall be changed at regular intervals, 180 days for general users and 90 days for users with elevated privileges.

A password history file shall be implemented to discourage the reuse of recently used passwords. A password history of the three most recently used passwords shall be kept for general users and a password history of the six most recently used passwords shall be kept for users with elevated privilege.

After 5 consecutive unsuccessful logon attempts, computer and network system user accounts will be locked out for a period of at least five minutes.

Authentication information stored on any University computer or network system shall be protected so the authentication information cannot be accessed by an unauthorized user or process.

Washington State University reserves the right to review and/or require change of any identification and/or authentication process for compliance with this policy.

EP4_Electronic_Communication_Policy.htm

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Electronic Communication Policy

Policy on Electronic Publishing and Appropriate Use of
Information Technology Resources

PDF link

GENERAL POLICY STATEMENT

In support of academic instruction, research, public service, and administrative functions, Washington State University (WSU) encourages the use of, and provides access to, information technologies and network resources. This enables WSU users to access global information resources, as well as communicate with other users worldwide. In keeping with its role and values, WSU encourages the use of electronic communication, rather than paper, whenever possible for the conduct of official WSU business and for individual professional purposes related to an official WSU purpose.

This policy governs the use of WSU Information Technology (IT) resources, including but not limited to internet resources, network resources, electronic communications infrastructure, and information technologies infrastructure.

Users of WSU's IT resources are responsible for using those resources in accordance with federal, state, and local law, and with WSU policy. Use of WSU IT resources is a privilege that depends upon appropriate use of those resources. Individuals who violate the law or WSU policy regarding the use of IT resources are subject to loss of access to those resources as well as to WSU disciplinary and/or legal action.

This policy does not apply to computer use that occurs when an employee is off-duty, using a personally-owned computer, and not conducting official University business.

Specific policies contained in this document include:

Appropriate use

Prohibited use

Use of electronic media for internal communications

Web electronic publication

Electronic correspondence

Use of social media and related online communications

Advertising

Sanctions

FREEDOM OF EXPRESSION

WSU respects the First Amendment rights of freedom of speech, including academic freedom of artists and scholars. Therefore, WSU does not restrict the contents of electronic mail of staff, faculty, and students or the contents of faculty, staff, and student individual World Wide Web (Web) pages linked to the official WSU Web pages beyond the restrictions inherent in complying with the law and WSU policy.

APPLICABILITY

This policy applies to all WSU employees, students, visiting faculty, non-WSU persons who have a WSU username, and volunteers when using IT resources provided (including by contract) or managed by WSU. All such individuals, by virtue of their use of WSU IT resources, accept the responsibility for using these resources only for appropriate WSU activities and are responsible for reading, understanding, and behaving in a manner consistent with this policy.

Separate policies apply to the use of IT resources that are made accessible to the public in the ordinary course of WSU business (e.g., public IT resource access in WSU libraries). Policies governing the use of such IT resources shall be posted in the general locale of the public access facilities or be made available to users of those technologies and networks. The use of publicly-accessible IT resources by a WSU employee acting within the scope of the employee's employment shall, however, be governed by this policy.

APPROPRIATE USE

WSU's IT resources may be used for legitimate WSU purposes only. Appropriate use of IT resources is as follows:

Students

Legal uses by students related to their WSU education and campus life activities are considered appropriate. In addition to this policy, the Standards of Conduct for Students govern students while enrolled in WSU. The Standards of Conduct for Students include a provision prohibiting computer abuses, WAC 504-26-218. Students who wish to use computer laboratories also sign a User Agreement with Student Computing Services.

Employees

Uses by faculty, administrators, and staff directly related to instruction, research, and scholarly, professional, and administrative endeavors on behalf of WSU that are within the scope of WSU employment are considered appropriate. Students, while working in a WSU employment capacity, will be governed by policies for employees.

Use of IT resources by WSU employees is governed by Washington State's Ethics in Public Service Law (Ethics Law), RCW 42.52 and WAC 292-110-010, and by WSU BPPM 20.37. Students, while working in an employment capacity for WSU, are also governed by the Ethics Law. WSU employees must comply with the Ethics Law and with any rules adopted by the Executive Ethics Board.

Affiliated Parties

Volunteers and other individuals and entities who have an affiliation with WSU must comply with all provisions that apply to employees with regard to appropriate and prohibited use of WSU IT resources.

PROHIBITED USE

WSU IT resources shall not be used for:

Supporting, establishing, or conducting any private business operation or commercial activity not expressly allowed by WSU policy (also see "Advertising" below);

Conducting personal activities unrelated to any WSU or student educational purpose unless otherwise allowed by this policy, including harvesting WSU e-mail addresses for personal use;

Attempting to gain unauthorized access to any portion of the WSU computer system or using WSU IT resources as a staging area to attempt to gain unauthorized access to any other system or account;

Violating WSU's policy of prohibiting discrimination against individuals on the basis of race, sex (including sexual harassment), religion, age, color, creed, national or ethnic origin, physical, mental, or sensory disability, marital status, sexual orientation, and status as an honorably-discharged veteran, military status, or the use of a trained service animal by a person with a disability;

Intentionally disseminating, accessing, or providing a hyperlink to obscenity, as that term is defined by the law, unless such activities are directly related to an employee's legitimate research or scholarship purpose or to a student's completion of an academic requirement;

Sending unsolicited electronic mail (e.g., "spam") in violation of Washington law;

Engaging in political activities that violate state law (state law prohibits the use of state facilities or public resources for the purposes of assisting in an election campaign or for the promotion or opposition to a ballot proposition);

Destroying, altering, or compromising the security, privacy, integrity, or availability of IT resources when such uses are not authorized;

Utilizing WSU systems to intentionally interfere with others' use of IT resources or conduct of WSU business;

Violating copyright law (thus, information technology and network users who do not hold the copyright on a work must have permission to publish information, graphics, cartoons, photographs, or other material, or the publication must be otherwise permitted under copyright law); or

Violating trademark law, Export Control law, or other federal, state, or local law, or WSU policy.

USE OF ELECTRONIC MEDIA FOR INTERNAL COMMUNICATIONS

The University requires that mass distribution of internal communications to faculty and staff be provided by electronic methods rather than via paper-based media. This includes communications sent by administrators, departments, units, and programs. This policy reflects a commitment by the University to conserve money and resources.

Acceptable electronic communications methods include notices and announcements in the zzusis portal, electronic mail to authorized electronic mail lists, electronic mail attachments, websites, texting and similar web-based messaging, reader boards and telephone. The University recommends the use of the online WSU Calendar, WSU Announcements, and similar online tools. Other electronic methods may be used when appropriate and cost effective.

Messages distributed via the University's electronic mass distribution channels must be associated with and approved by University units or registered student organizations and may not be commercial in nature, except as expressly provided by WSU policy. Each message must carry the name of the sponsoring unit.

Applicability

This policy subsection applies to mass distribution communications primarily intended for internal faculty and/or staff audiences. Examples include newsletters, newspapers, magazines, fliers, postcards, bulk invitations, and memoranda.

Excepted Communications

The policy requiring electronic communications does not apply to the following:

Mass distribution communications to and/or from students;

Signage;

Communications specifically required by statute or regulation;

Business-related documents requiring written signatures, e.g. forms, agreements, formal correspondence;

Communications intended primarily for audiences outside the WSU community.

Seeking Policy Exceptions

Requests for exception to using electronic media for internal communications are to be routed through the department chair or director, and must be approved by a dean, vice president, or chancellor.

WEB ELECTRONIC PUBLICATIONS

The quality of information published and communicated by WSU plays an important role in maintaining the strong reputation and image of WSU. Because all Internet users may view electronic publications, the quality of electronic publications reflects upon all members of the WSU community. In general, electronic publications are subject to the same WSU policies and standards as print publications.

Unit Web Pages and Other Electronic Publications

Unit Web pages and other electronic publications are the equivalent of printed publications or official communications. As official WSU publications, they must comply with WSU Web graphic identity standards, which are located at http://www.identity.wsu.edu/. Each unit Web page, cluster of linked pages, or other electronically-published information must contain:

The unit name;

An electronic mail address for the unit's Web page creator or administrator;

The page's expiration date when appropriate;

A link to WSU's Copyright, Disclaimer, and Freedom of Expression Policies; and

A link to WSU's main or home page.

Units publishing their own electronic information may set additional requirements, such as the inclusion of the equal opportunity statement. A unit may decide whether it is of benefit to link the individual electronic pages of their faculty, staff, or students to the unit Web page.

Individual Web Pages

Individuals may create Web pages and other electronic publications that provide information relevant to that individual's role at WSU. The work on individual Web pages and electronic publications represents the work of individual artists, scholars, and authors who created them, and they are not intended to represent WSU. As such, WSU bears no responsibility for the content of individual Web pages. They are the responsibility of their developers.

Each individual page, cluster of linked pages, or other electronically-published information will display by a browser:

The individual's name;

The individual's position or affiliation with WSU;

The individual's electronic mail address; and

A link to WSU's Copyright, Disclaimer, and Freedom of Expression Policies.

ELECTRONIC CORRESPONDENCE

Electronic correspondence shall be one of the authorized means of communication from Washington State University to students, faculty, staff, and other constituents.

Electronic correspondence includes both traditional two-way or multi-way communications between or among correspondents (i.e., individuals, businesses, agencies) and official, one-way, targeted messages, announcements, or other forms of communication from the University.

All University electronic correspondence that contains individually-identifiable, confidential, or non-public information must be handled in accordance with Executive Policy Manual EP8: University Data Policies.

Originator Responsibility

University electronic correspondence may be used only to meet academic instruction, research, public service, and administrative needs of the University. Originators are responsible for selecting the appropriate electronic correspondence mechanism according to the guidelines below. Delivery-tracking mechanisms should be used when necessary to ensure legal or business procedure compliance.

Recipient Responsibility

Faculty, staff, and students are responsible for all information sent to them via University-provided electronic correspondence delivery mechanisms. The University expects that all University business-related electronic correspondence received will be read in a timely fashion, and without the need for follow-up notices.

Electronic Correspondence Guidelines

Electronic correspondence containing information as outlined below must be sent and delivered by secure means. In the event that secure mechanisms are not available, information as specified below must not be sent electronically.

Individually-identifiable information other than a person's directory information (directory information includes a person's name, address, telephone number, e-mail address, and student major).

Individually-identifiable directory information (name, address, telephone number, e-mail address, and student major) for a person who has restricted use of that information.

Any information that either the recipient or originator would reasonably expect to be considered confidential.

Information which is required by federal, state, or local law, or WSU policy to be kept confidential, including but not limited to:

The Family Educational Rights and Privacy Act (FERPA):

http://www.registrar.wsu.edu/Registrar/Apps/FERPA.ASPX

The Health Insurance Portability and Accountability Act (HIPAA):

http://www.hipaa.com

The Gramm-Leach-Bliley Act (GLB Act):

http://www.ftc.gov/privacy/privacyinitiatives/glbact.html

University-wide Communications

Listings of WSU faculty/staff and student e-mail addresses are maintained and safeguarded by WSU. These listings are reserved for use by the President and Provost for important communications, for WSU Alert messages, and for authorized University-wide communications including WSU Today Update. WSU employees and students are prohibited from utilizing the faculty/staff and student lists without the express consent of the Vice President of Information Services and are also prohibited from compiling and using similar listings, including listings that may be obtained through other sources.

A vice president may use the listings in limited circumstances, with approval from the Vice President of Information Services, where a need to disseminate information exists via either a portal announcement or notice.

Portal Announcements are used to communicate with students, faculty and staff information related to specific departmental events. For example a portal announcement may be used by faculty or departments to alert students that a class has changed location or been cancelled.

Portal Notices are used to disseminate critical confidential information to individuals or small groups regarding items that may impact students' academic standing, payment of fees, or items related to an individual's health services that are protected under HIPAA.

University personnel wishing to communicate electronically with the University community can submit messages and links through WSU Announcements (http://announcements.wsu.edu) and WSU Today Update (http://www.wsutoday.wsu.edu), or by sending custom e-mails through Crimson Communique, the "opt-out" faculty/staff list (http://publishing.wsu.edu/onlineorders.html). Express approval by a department head is required to utilize this routing, with a clear endorsement/ sponsorship of the content by that department.

Crisis Communications System

WSU maintains a list of e-mail addresses of faculty, staff, and students who choose to register their e-mail addresses in a crisis communications database for use in notifying these individuals in the event of an emergency or safety situation. This database is controlled by emergency management and public safety personnel.

Audience-Specific Communications

Information Technology maintains electronic mail lists that may be created and/or subscribed to for intra-campus communications: http://lists.wsu.edu/. Individual campuses, colleges, departments, or units may create and use their own intra-area distribution lists.

Graphic Identity Standards

Presentation of HTML and graphic-rich electronic communication, like other electronic (web) publications, is subject to the same WSU standards (http://www.identity.wsu.edu/) as print communications.

Privacy

WSU respects the privacy of users and does not routinely inspect or monitor the content of electronic communication. However, WSU does not guarantee the security and privacy of any user's electronic mail and/or electronic files and it is not advisable to send information in electronic communication that the sender would not want to be distributed to others.

WSU may access such electronic communication or files in a number of situations:

Requests for Public Disclosure. All electronic records and all electronic mail messages are public records and may be subject to disclosure through a public records request.

The state's Public Records Act (RCW 42.56) requires that electronic mail or files containing information relating to the conduct of WSU business be made available for public inspection and copying. If WSU receives a request for public disclosure of electronic mail or other electronic files, WSU staff will access electronic mail and files to determine whether such material must be disclosed under the law. If WSU's public records officer determines that electronic mail and/or files are required to be disclosed, such records will be provided to the individual who makes the public records request unless a court order is issued preventing disclosure.

Litigation. In the course of discovery during litigation, pursuant to subpoena, or in response to a pre-litigation or litigation hold notice.

Retention of Electronic Mail. Electronic mail is backed up and retained in accordance with record retention requirements of state law (RCW 40.14) and WSU policy BPPM 90.01. Users are advised that electronic messages and other files are not removed from their hard drives when erased by the individual. Material that continues to exist on a hard drive, or on another's computer, also may be subject to disclosure.

Access During Routine System Maintenance. Responsible system maintenance may require that files are backed up, data cached, activity logs kept, and overall system activity monitored. In the process of these activities, WSU staff and other appropriate staff may see an individual user's electronic mail and files.

Access for WSU Business. WSU employees may access all electronic mail or files on another employee's computer with that employee's permission, or with a supervisor's approval, when that employee is unavailable and access is for a legitimate business purpose. However, wherever practical the authorized employee seeking access to the electronic files shall reasonably attempt to inform or seek approval from the employee whose files are being accessed for business purposes. A supervisor may access electronic mail or files within his or her unit for legitimate business purposes without seeking approval. Supervisors who access electronic files or give permission to access individual files shall do so in a manner that is consistent with any research and/or confidentiality agreements which may apply to those files. Any access by a supervisor or co-worker for a legitimate business purpose shall be limited to that purpose.

Access in Investigation of Misconduct. This provision applies to monitoring of employee accounts when the monitoring is conducted because of suspected illegal activity or policy violations. A supervisor may only access electronic files to investigate an employee's misconduct when the access is consistent with all legal requirements and WSU policy. Such access may only be in a manner consistent with other provisions of this policy and only when approved by the President, Provost, chancellor, appropriate vice president, or dean.

Monitoring Account Activity. An account may be inspected, monitored, or disabled when:

Activity from an account prevents access to IT resources by others;

General usage patterns indicate that an account is likely to be responsible for activity that is in violation of federal, state, or local law, or WSU policy;

There is a credible report of a violation of policy or law;

It is necessary, in the judgment of WSU administration, to do so to protect WSU from liability;

WSU receives a public records request, a valid subpoena, or a litigation discovery request;

WSU issues a pre-litigation or litigation hold notice; or

It is otherwise required by law.

User's Responsibility for Maintaining Privacy

IT resources users are responsible for maintaining appropriate access restrictions for their files, as well as protecting their passwords. An employee or student who knowingly allows another person to use his or her username or password may be found responsible for any inappropriate use on the part of that person.

USE OF SOCIAL MEDIA AND RELATED ONLINE COMMUNICATION

Social media contains powerful communication tools that can be of great benefit to forwarding the mission and the message of Washington State University. These tools can also have a significant impact on organizational and professional reputations. Washington State University recognizes that social media sites, such as Facebook, LinkedIn, Twitter, YouTube, etc., and individual web pages, weblogs, or blogs, can be effective tools for exchanging information and raising the visibility of the University.

Therefore, employees are permitted and encouraged to contribute appropriate content about WSU and their work. All WSU personnel are allowed to visit or follow University social media accounts to stay abreast of University news and information and to utilize social/new media tools as sources of information and professional development in keeping with the requirements of their positions. However, there are a number of rules and guidelines when posting information about the University on both official and individual social media sites, blogs, and other forms of user-generated media. The use should be for the benefit of the University. The use should also be consistent with the nature of the employee's official business or be approved by the employee's direct supervisor. Any other communications fall under the de minimis standards of the University (see BPPM 20.37).

Policy

Participation may be part of an employee's job. WSU may ask that employees maintain work-related, supervisor-approved social media accounts or blogs, which can be managed and updated during work hours. Employees must be transparent in their activities, using their real names rather than writing anonymously or under pseudonyms, and must disclose or explain their roles at the University.

Official groups or pages must be supervisor-approved. Groups and fan pages on social media sites are easy to create and promote, sometimes making it difficult for users to identify "official" pages. However, these pages require input and maintenance to be effective. If an employee feels there's a need and value to generating an official group or page for WSU, the employee must gain approval from his or her area's dean, vice president, or chancellor before allocating time or resources to this endeavor. The employee is expected to maintain a professional attitude when representing WSU. The employee must maintain records of account/site usernames and passwords to facilitate transition of account management to another employee when necessary.

Personal versus professional use. Employees' personal social networking sites should remain personal in nature and should not be used for work-related purposes. Employees are not to use University accounts to establish or maintain personal social networking accounts.

See page five for information about creating individual web pages for official WSU purposes.

Protect confidential and proprietary information. Employees may not post confidential or proprietary information about Washington State University, students, employees, alumni, donors, or others. Employees must follow all applicable federal requirements such as FERPA, HIPAA, laws pertaining to intellectual property, NCAA regulations, and the like. Employees must adhere to all applicable University privacy and confidentiality policies. (See BPPM 90.05, 90.06, and 90.07.) Employees who share confidential information do so at the risk of disciplinary action or termination.

Respect copyright and fair use. When posting, employees must be mindful of the copyright and intellectual property rights of others and of the University.

Restrict the use of Washington State University logos. Do not use the WSU name to promote a cause, or political party, candidate, or non-WSU-affiliated product. Do not use the WSU spirit logo or any other University images or iconography on personal social media sites. (See also BPPM 35.10 and 60.90.)

Respect University time and property. Use of state resources to access social media accounts/sites is governed by state law and University policies concerning appropriate and prohibited uses. (See RCW 42.52.160, WAC 292-110-010, and BPPM 20.37.)

Employees must comply with these laws, rules, and policies when using WSU resources to access social media. Depending on an employee's duties, use of state resources to access such sites for professional development, news, and information may be recognized as an appropriate use of state resources.

Terms of service: Obey the terms of service of any social media platform employed.

Public records and records retention: Social media prepared, owned, used, or retained by WSU may be subject to the Public Records Act. (See RCW 42.56 and BPPM 90.05.) The operator of a WSU social media account must ensure that the contents of the site are properly archived and retained as required under the applicable records retention schedule. (See RCW 40.14 and BPPM 90.01.)

Advisory Guidelines

Employees may refer to the following website for advisory guidelines regarding the use of social media and related online communications:

https://wsunews.wsu.edu/default.asp?Action=Updated&PageID=512

ADVERTISING

Use of WSU IT resources for commercial advertising or promotional activity is generally prohibited, except as provided for in WAC 504-35-050.

The University does allow for acknowledgement of support from a non-University sponsor of an event, program, or other activity, limited to the modest placement of a sponsor's name, logo, and/or web link. Venues for allowable promotional messages or advertising must be approved in advance by the Vice President of Information Services .

SANCTIONS

Evidence of violations of federal, state, or local law, or WSU policy will be turned over to the appropriate authorities as soon as possible after detection. WSU-imposed sanctions for inappropriate use of WSU IT resources will depend upon the nature of the abuse in question. Such sanctions may include restrictions on access, suspension of the individual's user account, or revocation of the individual's user account. WSU-imposed sanctions may also include disciplinary measures, including expulsion from WSU and/or termination of employment. Any such disciplinary action will be taken in accordance with the applicable provisions of the Standards of Conduct for Students, the Faculty Manual, the Administrative Professional Handbook, civil service rules, collective bargaining agreements, or other personnel policy.

35.10_Use_of_Washington_State_University_Name_and_Trademarks.htm

Posted in:INTELLECTUAL PROPERTY

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OVERVIEW

The name, Washington State University, and its logo are the exclusive property of the institution and consequently may not be used in support of claims or advertisements made by any outside organization without the permission of the President or designee. (Faculty Manual)

Trademarks

All logos, seals, names, symbols, and slogans associated with Washington State University are trademarks and are the exclusive property of Washington State University. See the trademark policy. procedures, and definitions in this section for more information.

Stationery

University stationery may be used only for official University business. (Faculty Manual)

Reports

No report or statement relating to private consulting or other services may use the name of Washington State University or be attributed to it. (Faculty Manual)

WSU TRADEMARKS

Washington State University monitors all uses of its trademarks to assure compliance with federal trademark law. Unauthorized uses of Washington State University's trademarks are subject to civil and criminal penalties. See below.

The purpose of this policy is to provide information and guidelines to the University community regarding the use of Washington State University trademarks. The overall purposes of the licensing program are to protect Washington State University trademarks and to promote the University.

University authorization is required to reproduce these marks for resale or other commercial purposes. Contact the Trademark Licensing Office for authorization and information; telephone 335-2202.

Washington State University reserves the right to approve or disapprove any use of the trademarks, even if not explicitly addressed by the policy or procedures in this section.

Applicability

This policy applies to faculty, staff, students, academic departments, ad hoc groups, administrative divisions/departments, alumni organizations, informal groups, and student organizations. External suppliers and manufacturers are to comply with their licensing agreements with the University.

Exception

This policy does not apply to patents or the use of trademarks registered in association with a patented technology. Contact the Office of Commercialization regarding such issues; telephone 335-5526.

Administering Office

The Trademark Licensing Program is responsible for protecting the use of Washington State University trademarks and for licensing commercial use of the marks.

The Trademark Licensing Program and their licensing agent, the Collegiate Licensing Company, negotiate and administer licenses with manufacturers that wish to trade upon the University name.

The Trademark Licensing Program ensures that each use of the University's name is professional, tasteful, and of a quality that reflects positively on the University.

Definitions

Trademarks

The term trademark includes the following:

A trademark is a word, phrase, symbol or design, or a combination of words, phrases, symbols or designs, that identifies and distinguishes the source of the goods of one party from those of others.

A service mark is the same as a trademark, except that it identifies and distinguishes the source of a service rather than a product. Throughout this policy, the terms "trademark" and "mark" refer to both trademarks and service marks.

The University's trademarks include but are not limited to: the words "Washington State University," Washington State Cougars, WSU Cougars, Coug(s), Wazzu, Cougar(s), Apple Cup; the Cougar head logo, the official seal of the University, the Butch Mascot design, and all current and future trademarks, service marks, word marks, designs, or logos used by Washington State University.

Spirit Mark

Spirit marks are University-approved symbols and words which are used to communicate school spirit. For information and examples, go to the Marketing and Creative Services Graphic Identity website at:

http://www.identity.wsu.edu/

Academic Signature

The academic signature consists of a combination of the words "Washington State University" in the official University font and the Cougar head symbol. The signature serves to identify the University in all forms of communication. For information and examples, go to the Marketing and Creative Services Graphic Identity website at:

http://www.identity.wsu.edu/

Licensing/Licensee

Licensing is the process of obtaining legal permission through a contract for the right to use an individual's or organization's trademarks. An individual or company who enters into such an agreement is referred to as a licensee.

Suppliers

Suppliers include, but are not limited to: manufacturers, manufacturers' representatives, agents, wholesalers, distributors, printers, embroiderers, and screen printers.

PROCEDURES FOR USING TRADEMARKS

Washington State University's trademarks are intended to present a positive image of the University.

Individuals and/or companies must obtain written agreement from the University prior to using the University's trademarks in the name of a business, logo, advertising services, domain name, or on a product in a way that may state or imply an endorsement. See "Commercial Use" below.

Individuals and/or companies may not counterfeit, copy, or colorably imitate University trademarks, except as allowed under "Student Organizations" below.

Individuals and/or companies are not to use the University's trademarks in any way that discriminates against any persons or groups based on age, ancestry, belief, color, creed, disability, national origin, race, religion, sex, sexual orientation, veteran status, or in any other way which violates the University's antidiscrimination policies.

Commercial Use

Commercial use of Washington State University trademarks is defined as items bearing University trademarks which are intended for resale, advertisement, business domain name, or for promotional use.

Items for Resale

Items for resale are products (e.g., cups, sweatshirts, balloons, etc.) bearing University trademarks which are sold in the following ways:

To campus and private retailers,

To individual customers,

At University sporting events,

On campus by student groups with vending permits, or

For fund-raising projects.

Promotional Use

Items bearing the trademarks of the University and those of a commercial business, such as a restaurant, which are either sold or given away are promotional and considered commercial.

Purchasing Merchandise for Commercial Use

The Trademark Licensing Program has established licensing agreements with a number of suppliers who provide a variety of products. To view the current list of licensed suppliers, go to:

http://trademarks.wsu.edu/

Individuals or groups seeking a supplier are to review this list to determine if the required items are available from one of the current licensees. If the items are available from an unlicensed supplier only, consult with the Trademark Licensing Program.

Student Organizations

Registered student organizations, as defined in WAC 504-28-020, may use spirit marks for stationery, posters, signs, and banners dealing with the on-campus activities of the organization. (See above for a definition of spirit marks.) Such use of spirit marks must reflect positively on the University and the logos must be reproduced accurately.

Student organizations must obtain approval from the Trademark Licensing Office for all artwork prior to use. Contact the Trademark Licensing Program; telephone 335-2202, or e-mail to:

logolicensing@wsu.edu

Recruitment Activities

Student organizations involved in recruitment activities outside the university must incorporate academic signatures and University branding elements into all recruitment materials. Follow the advisory guidelines for academic signatures and branding elements available from the Marketing and Creative Services Graphic Identity website at:

http://www.identity.wsu.edu/

Class Projects

Any item, artwork, or project which is produced as part of a course and which uses University trademarks for noncommercial purposes does not require a license and is royalty exempt.

However, in order to monitor use to assure protection of the trademarks, the Trademark Licensing Program requests that the student or team leader notify the Office of the use of a trademark prior to the start of the project. Trademark Licensing requests that the faculty member conducting the class direct the student to send the notification by e-mail to:

logolicensing@wsu.edu

Campus Departments

Campus departments may purchase products for internal use or as giveaway promotional products bearing University trademarks and the name of the department. Departments are required to use licensed suppliers. To view the current list of licensed suppliers, go to:

http://trademarks.wsu.edu/

Departments are to use the academic signature in most cases. (See above.) If unsure which University marks to use, departments may contact Marketing and Creative Services for advice by e-mail to:

identity@lists.wsu.edu

Departments may also view the advisory guidelines from the Marketing and Creative Services Graphic Identity website at:

http://www.identity.wsu.edu/

Sales Restricted to Campus Events

A recognized student group or campus department may sell or give away products, e.g., t-shirts, bearing the marks of the University and the name and logo of the group/department, if the products relate directly to an on-campus activity sponsored by that group.

The licensed suppliers of the products must obtain artwork approval from the Trademark Licensing Program prior to production.

Student groups may use the spirit marks. Campus departments are to use the academic signature in most cases. If unsure which University marks to use, groups and departments may contact Marketing and Creative Services for advice by e-mail to:

identity@lists.wsu.edu

or may view the advisory guidelines from the Marketing and Creative Services Graphic Identity website at:

http://www.identity.wsu.edu/

The Trademark Licensing Program must grant approval to all outside vendors using University trademarks, even if the vendors are producing items for University-affiliated groups. The University-affiliated organization or department must purchase such merchandise from a licensed vendor to avoid any possibility of trademark infringement. For additional information, contact the Trademark Licensing Program; telephone 335-2202, or e-mail to:

logolicensing@wsu.edu

Product and Art Approval Committee

The Trademark Licensing Program reserves the right to decline any products or art designs that do not promote the goodwill and reputation of the University.

The Trademark Licensing Program refers all appeals to the Product and Art Approval Committee. The Committee reviews each appeal for the appropriateness of the product or art design for the vision and mission of the University.

The Committee notifies the requesting individual or organization of a decision within 30 days after the date that the Committee receives the appeal. The Committee's decision is final.

Compliance

Individuals and suppliers who use Washington State University trademarks without permission from the Trademark Licensing Program or their agent, the Collegiate Licensing Company, are subject to:

Cease-and-desist notice,

Seizure of all unapproved merchandise, and/or

Legal proceeding.

For more information about the Collegiate Licensing Company, go to:

http://www.clc.com/

Criminal Penalties

Criminal penalties for misuse of trademarks are provided for in RCW 9.16.030 to .060. Manufacture of a counterfeit trademark is classified as a gross misdemeanor, while sale or advertisement of an unauthorized trademark is a misdemeanor.

Trademark Protection for University Programs

If an internal campus program is seeking trademark protection, the department is to complete the questionnaire available on the Trademark Licensing website before contacting the trademark office. To view the questionnaire, go to:

http://trademarks.wsu.edu/

50.40_Suspended_Operations.htm

Posted in:SAFETY AND SECURITY

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In accordance with state regulations, the Washington State University President or designee may suspend the operation of all or any part of the institution whenever the President or designee determines that public health, property, or safety is jeopardized due to an emergency. (WAC 357-31-260)

The President provides written delegation of authority to designees to suspend University operations. Copies of the written delegations of authority to suspend operations are maintained in the Human Resources Services office at WSU Pullman.

Typical designees include, but are not limited to, chancellors of regional campuses and directors of research and extension stations. The Dean of WSU Extension is typically delegated authority to close extension offices.

NOTIFICATION

In times of crisis or when critical information must be shared, the University provides emergency information and guidance to WSU personnel and students. Based upon the nature of a given event, the University may use one or more of the methods described below:

WSU Crisis Communication System provides direct emergency notification to students, faculty, and staff through land line and cellular telephone using voice and text messaging and e-mail. In order to receive notifications, WSU personnel and students must register their telephone numbers and e-mail addresses through the zzusis portal.

WSUALERT provides direct e-mail notices to all faculty, staff, and student e-mail addresses that appear in the WSU online telephone directory.

WSUALERT provides notice on the WSU Alert website at:

http://www.alert.wsu.edu/

Campus Emergency Information in the zzusis portal provides emergency information and/or directions when a situation affects many parts of campus.

Select links in the Campus Emergency Information area to view emergency information and/or directions, as applicable.

Targeted notices in the zzusis portal are used for emergency messages for specific units on a WSU campus. Select a campus/division in the "My Preferences" settings to receive targeted notices for relevant groups.

WSU Today website carries information regarding emergencies as soon as information can be posted.

WSU Announcements provides emergency notices and references to WSU Today articles to all subscribers of WSU Announcements.

Supervisors and others in charge of WSU units provide direct verbal information and instructions to WSU personnel. Likewise, other appropriate leaders such as residence hall counselors, provide such information to students.

AnswerLine service responds to questions as appropriate. Access the AnswerLine website at:

http://answerline.wsu.edu/

WSU Pullman

At WSU Pullman, WSUALERT provides emergency messages on the WSU Alert telephone hotline at 509-335-2345.

WSU Spokane

WSU Spokane provides alert notification at the following website:

http://www.spokane.wsu.edu/campusalert/

The WSU Spokane alert telephone hotline is 509-323-2474.

WSU Tri-Cities

WSU Tri-Cities provides alert notification at the following website:

http://tricity.alert.wsu.edu/

WSU Vancouver

WSU Vancouver provides alert notification at the following website:

http://www.vancouver.wsu.edu/alerts/

WSU Extension

The Associate Vice President and Dean, WSU Extension determines whether or not to shut down extension offices in the event of an emergency. The Dean sends an e-mail message suspending operations to all affected non-Pullman Extension faculty and staff.

Research and Extension

A research and extension center (REC) director who has received delegated authority from the President determines whether or not to shut down a REC in the event of an emergency. Each REC shares suspended operations information and updates with personnel by telephone tree.

The REC director notifies the CAHNRS Dean's office (509-335-4561); the Extension Dean's Office (509-335-2933) and if possible the Agricultural Research Center (509-335-4563) of the situation and the decision.

The director ensures that all areas of the REC are secured (e.g., laboratories, chemical storage sheds).

During an emergency situation, each REC main office is the information center for any updates or instructions, rather than the REC's safety committee.

STAFFING DURING EMERGENCY CLOSURES

See 60.40.

60.40_Staffing_During_Suspended_Operations_or_Emergency_Closures.htm

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OVERVIEW

Emergencies forcing either a limited campus closure or a declaration of suspended operations may occur at any time and may affect all or part of the instructional day. See 50.40.

CIVIL SERVICE EMPLOYEES

The following requirements apply to civil service employees during emergency closure periods:

When Required to Work

An employee who is required to work during the closure receives his or her regular rate of pay for work performed during the period of suspended operations. This policy applies whether the employee is required and authorized to come into the work site or works from home.

NOTE: A temporary telework arrangement is not required to accommodate work from home during a period of suspended operations, inclement weather, or emergency lasting less than a week. However, the employee must still have the supervisor's prior approval to work from home during such a period. See also 60.34.

Overtime-eligible civil service employees receive compensation for overtime worked during a closure in accordance with WAC 357-28. See also 60.59.

When Not Required to Work

Civil service employees may:

Be allowed to use annual leave or personal holiday;

Request the use of leave without pay or compensatory time (if overtime-eligible);

Use up to three days of sick leave per calendar year for absence due to suspended operations, emergency closures, or inclement weather after all other paid leave is exhausted; and

Be given an opportunity to reschedule work time lost as a result of suspended operations. Lost worktime must be rescheduled and worked within the workweek.

If rescheduling lost work time causes an overtime-eligible employee to work in excess of forty hours in the workweek, compensation must be provided in accordance with WAC 357-28-255, 357-28-260, and 357-28-265. The amount of compensation earned must not exceed the amount of salary lost by the employee due to the period of suspended operations. Refer to WAC 357-31-265.

For information regarding leave usage during periods of suspended operations or inclement weather, civil service employees refer to 60.57.

COLLECTIVE BARGAINING UNIT EMPLOYEES

Employees covered by collective bargaining unit agreements refer to the applicable agreements regarding suspended operations.

ADMINISTRATIVE PROFESSIONAL (AP) EMPLOYEES

The following requirements apply to administrative professional (AP) employees during emergency closure periods:

When Required to Work

An employee who is required to work during the closure receives his or her regular rate of pay for work performed during the period of suspended operations. This policy applies whether the employee is required and authorized to come into the work site or works from home.

NOTE: A temporary telework arrangement is not required to accommodate work from home during a period of suspended operations, inclement weather, or emergency lasting less than a week. However, the employee must still have the supervisor's prior approval to work from home during such a period. See also 60.34.

Overtime-eligible AP employees receive compensation for overtime worked during the closure in accordance with the Fair Labor Standards Act. See 60.59.

When Not Required to Work

Administrative professional employees may:

Be allowed to use annual leave or personal holiday;

Request the use of leave without pay or compensatory time (if overtime-eligible);

Use up to three days of sick leave per calendar year for absence due to suspended operations, emergency closure, or inclement weather after all other paid leave is exhausted; and

Be given an opportunity to reschedule work time lost as a result of suspended operations. Lost worktime must be rescheduled and worked within the workweek. The amount of compensation earned for rescheduled work time must not exceed the amount of salary lost by the employee due to the period of suspended operations.

FACULTY AND STUDENTS

The administration determines the need to conduct missed classes and notifies faculty and students if, when, and where classes will be scheduled.

When Not Required to Work (Faculty Only)

Faculty who are not required to work may use annual leave or personal holiday, or may request to use leave without pay during suspended operations or emergency closure periods. Faculty who are not involved with classes account for hours not worked due to suspended operations or emergency closures in the same manner as faculty who have classes.

Faculty who accrue sick leave may use up to three days of sick leave per calendar year for absence due to suspended operations or emergency closure after all other paid leave is exhausted.

When Required to Work (Faculty Only)

A faculty employee who is required to work during the closure receives his or her regular rate of pay for work performed during the period of suspended operations. This policy applies whether the employee is required and authorized to come into the work site or works from home.

NOTE: A temporary telework arrangement is not required to accommodate work from home during a period of suspended operations, inclement weather, or emergency lasting less than a week. However, the faculty employee must still have her or his supervisor's prior approval to work from home during such a period. See also 60.34.

EMERGENCIES UNDER EXTRAORDINARY CIRCUMSTANCES

When the President, or the President's designee, determines that an emergency is of an extraordinarily severe or extended nature, the President, or the President's designee, may authorize measures to mitigate the impact of the operational suspension on faculty and staff not required to be at work, and to support the faculty and staff who perform essential services and are required to report to work.

Such actions may include, but are not limited to, authorizing exceptional compensation or leave practices or other actions that the President, or the President's designee, determines are necessary in order to provide for adequate staffing and retention of employees, and to sustain or restore University operations.

SUSPENSION LONGER THAN FIFTEEN CALENDAR DAYS

For civil service employees, a period of suspended operations must not exceed 15 calendar days without approval from the Director of the Office of the State Human Resources Director. (WAC 357-31-280)

DECEMBER CLOSURE

The end of the calendar year closure ("December Closure") is not a period of suspended operations or emergency closure. See 60.76.2.

60.34_Telework_Agreements.htm

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POLICY

An approved telework agreement allows an employee to regularly work from home or an alternative work site. Washington State University recognizes telework as a work option that may meet a variety of needs, including, but not limited to:

Enhancing employee productivity and satisfaction,

Reducing commute trips, and

Addressing space restrictions.

A telework arrangement may be assigned or established through mutual agreement between a department head and an employee. Alternative work sites or teleworking may be required for some positions. Work location is determined by WSU.

Telework arrangements must meet the following requirements:

Be for a prescribed time;

Be revocable at the discretion of the responsible dean, vice president, or appointing authority; and

Be subject to prior approval by the responsible dean, vice president, or other appointing authority.

An employee may rescind an agreement to a voluntary telework arrangement by providing notice consistent with the terms of the agreement.

Incidental Occurrences

For incidental occurrences, such as inclement weather, University closure, or family emergency care, a formal telework agreement may not be required. The employee must obtain approval from his or her supervisor before working from an alternative work site.

DEVELOPING TELEWORK ARRANGEMENTS

The process of developing telework arrangements involves three steps:

Assessing the situation and determining feasibility,

Preparing a Telework Assignment (see 60.34.6-7), and

Preparing and authorizing a Telework Agreement (see 60.34.8-10).

Telework Considerations

Eligibility

Faculty and staff may request teleworking from the appropriate dean, vice president, provost, appointing authority, or designee.

The University considers voluntary telework to be a privilege and not an employee right.

Typically, a telework relationship is not to be established during a faculty or staff employee's first six months of employment.

Terms of Employment

Telework arrangements do not change salaries, benefits, job responsibilities, leave policies, or other basic terms of employment.

Workers' Compensation

The employee is covered by workers' compensation for job-related injuries that occur in the course and scope of employment while teleworking. When the home is the designated workplace, workers' compensation does not apply to non-job related injuries that occur in the home.

An employee whose work is principally localized in another state may require workers' compensation coverage specific to that location. Contact Human Resource Services for assistance.

Liability

For information regarding general liability and automobile liability insurance issues relating to telework contact the Office of Risk Management.

Tax Implications

The employee is responsible for addressing and resolving any questions about using expenses related to telework as tax deductions.

Maintenance/Utilities

If the faculty or staff member is working from his or her home, the University is not responsible for the cost of utilities or home maintenance. Likewise, the University is not responsible for the cost of maintenance associated with an employee's personal equipment used for telework.

Preliminary Assessment

Before undertaking a telework schedule, supervisors and employees evaluate the feasibility of telework for particular job assignments and develop individual telework arrangements. The supervisor should first determine whether telework arrangements may benefit the organization. The supervisor also determines the feasibility of any individual telework arrangement based upon evaluation of the work to be accomplished, interactions required between the teleworker and other staff members or customers, and demonstrated skills of the employee.

Telework Assignment

The employee and supervisor are to specify the terms of the individual telework arrangement on the Telework Assignment form which is used in conjunction with the Telework Agreement (see below). See 60.34.6-7 for a template of the Telework Assignment form. When completing the Telework Assignment, the supervisor and employee are to consider and document the following aspects of telework.

Accountability/Performance Measurement

The employee and supervisor confirm the tasks or scope of work to be completed at the alternate work site, the time frames for completion, and how work will be reviewed or reported and evaluated and measured.

The employee is still subject to University policies including the requirement to complete Time/Leave Reports in accordance with 60.62 and 60.63.

Methods of Communication/Expectations for Availability

The employee and supervisor determine how communication between the teleworker and the work site will be handled.

Prescheduled times (core hours) may be established for the teleworker to be available at the alternate work site so that colleagues and clients can interact with the employee.

The supervisor or other University officials may make work site visits or assessments during mutually agreed upon times.

The teleworking employee is expected to remain flexible to respond to business requirements, which may include working at the office during a normal telework day.

Security/Confidentiality

Executive Policy Manual EP8, University Data Policies, addresses the administration, access, usage, maintenance, and security of University data. The employee and supervisor must consult with the Information Services, Information Security Officer when developing the Telework Assignment. The sensitivity of the information should dictate the level of security precautions taken.

Records

The employee may take copies of records to the alternative work site on an as-needed basis only. Original records are to remain at the campus office location.

Equipment/Office Supplies

The employee and supervisor determine the equipment and supplies that are needed at the alternate work site. They also determine who provides equipment and supplies.

Equipment may include personal computer, printer, fax, etc. The employee and supervisor consult with the Information Services, Information Security Officer regarding security issues related to the use of computing equipment. The employee and supervisor include a discussion of telephone lines and technical support for equipment.

The employee and supervisor review the University's policy regarding use of University equipment and other resources. See 20.35 and 20.37.

The department is to confirm that the employee complies with licensing agreement terms for use of all software owned by the University.

The department is to maintain an inventory of University-owned equipment, software, and supplies located at the teleworker's alternate work site.

Insurance/Loss of Equipment

University equipment and other resources located at the alternate work site are not automatically insured. Departments are encouraged to insure such equipment by calling the Risk Management and Insurance Office or by viewing online information regarding commercial property insurance at:

http://riskmanagement.wsu.edu/

If departments choose not to insure, the Telework Assignment should specify under Remarks whether the department or the employee bears the risk of loss. Any loss or damage of University equipment must be reported at once to the teleworker's supervisor. Loss of University equipment is also reported on an Inventory Control Report. See 20.50.

Safety and Ergonomics

The employee and supervisor are to work together to establish and maintain a clean and safe dedicated workspace. The employee is responsible for maintaining the telework site in a manner free from health or safety hazards. The supervisor, designee, or University safety officials may make work site visits or assessments during mutually agreed upon times.

The employee is responsible for notifying the supervisor or manager immediately regarding any safety or ergonomic concerns at the telework site. Health or safety hazards at the telework site may result in immediate suspension of the telework arrangement.

Telework Agreement

The employee, the authorizing supervisor, the appointing authority, and the Information Services, Information Security Officer must confirm and sign a Telework Agreement prior to the commencement of telework. Any additional approval requirements are to be determined by the appointing authority.

The required contents of telework agreements are included in the template of the Telework Agreement on 60.34.8-10. Address other terms specific to the individual, the employing unit and the work assignment by attachment.

Voluntary Telework

Telework arrangements may be voluntary and mutually agreed upon by the department and the employee.

Length of Commitment/Reversibility

The employee, supervisor, and appointing authority establish dates when the supervisor and the employee will review the effectiveness of the telework agreement and make any necessary adjustments. Start and end dates are specified in the agreement.

The employer may rescind the agreement at any time. Either the employee or the employer may rescind an agreement to a voluntary telework arrangement, consistent with the notice requirements of University policy and the individual agreement.

See the PDF forms:
60.34.6-7: Telework Assignment
60.34.8-10: Telework Agreement
Complete and/or print as needed

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60.76_WSU_Holidays.htm

Posted in:PERSONNEL

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A holiday is a day when all University offices and departments on a WSU campus are closed except for certain essential service units.

The University provides ten holidays each fiscal year for classified staff, annual faculty, and annual administrative and professional employees.

STATUTORY HOLIDAYS

State law designates the following as legal holidays. (RCW 1.16.050)

New Year's Day January 1

Independence Day July 4

Veterans' Day November 11

Christmas December 25

Dr. Martin Luther King, Jr.'s Birthday Third Monday in January

Presidents' Day Third Monday in February

Labor Day First Monday in September

Memorial Day Last Monday in May

Thanksgiving Fourth Thursday and Friday of November

Alternate Days

Sometimes a holiday is not observed on the statutory date.

Any holiday that falls on a Sunday is observed the following Monday.

Any holiday that falls on a Saturday is observed the preceding Friday.

WSU may designate an alternate date for a given holiday. Such days are called in-lieu days.

WSU SCHEDULE

Refer to 60.76.2 and 60.76.3-4 for current WSU holiday schedules for specified University locations.

ACADEMIC BREAKS

A break in the academic calendar, when classes are not taught is not considered a holiday unless the break coincides with a University holiday designated on 60.76.2 and 60.76.3-4.

WSU expects employees with ongoing responsibilities to perform those duties during academic breaks. This includes Resident Instructional Staff.

Exceptions to these rules are specified on the Personnel Action form in Remarks, space 55. See 60.25.

See PDF version of BPPM, 60.76.2: July 1, 2011 - June 30, 2015 Holiday Schedule and
60.76.3-4: WSU Extension Offices Calendar Year 2012 Holiday Schedule
Copy or print as needed

60.76_Holiday_Schedule_2011-2015.htm

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Table: Holiday Schedule (July 1, 2011 - June 30, 2015)

This schedule is effective for the following campuses and units:

WSU Pullman,

WSU Spokane,

WSU Tri Cities,

WSU Vancouver,

WSU Mt. Vernon Research & Extension Unit,

WSU Prosser Irrigated Agriculture Research & Extension Center,

WSU Puyallup Research and Extension Center,

WSU Vancouver Research and Extension Unit,

WSU Wenatchee Tree Fruit Research and Extension Center,

WSU West, and

USDA Yakima Agricultural Research Laboratory.

Washington State University closes all nonessential business operations and associated buildings at all of the locations listed above during the period between the Christmas holidays and New Year's Day, which is generally the last week of December ("December Closure"). The University is open for essential operations only, during regular business hours, in accordance with RCW 42.04.060. Employees remain responsible for complying with annual leave and other leave procedures outlined in the Business Policies and Procedures Manual. (See 60.56 and 60.57.) To view the December Closure schedule, see the HRS website at:

http://hrs.wsu.edu/December+Closure+Schedule

Collective bargaining unit employees refer to the applicable agreements for information regarding holiday schedules.

HOLIDAY
2011-2012

2012-2013

2013-2014

2014-2015

Independence Day
July 4, 2011

July 4, 2012

July 4, 2013

July 4, 2014

Labor Day
Sept. 5, 2011

Sept. 3, 2012

Sept. 2, 2013

Sept. 1, 2014

Veterans Day
Nov. 11, 2011

Nov. 12, 2012

Nov. 11, 2013

Nov. 11, 2014

Thanksgiving Day
Nov. 24, 2011

Nov. 22, 2012

Nov. 28, 2013

Nov. 27, 2014

Thanksgiving Holiday
Nov. 25, 2011

Nov. 23, 2012

Nov. 29, 2013

Nov. 28, 2014

Christmas Day
Dec. 26, 2011

Dec. 25, 2012

Dec. 25, 2013

Dec. 25, 2014

Christmas Holiday*
Dec. 27, 2011

Dec. 24, 2012

Dec. 24, 2013

Dec. 26, 2014

New Year's Day
Dec. 30, 2011

Jan. 1, 2013

Jan. 1, 2014

Jan. 1. 2015

Martin Luther King Jr. Day
Jan. 16, 2012

Jan. 21, 2013

Jan. 20, 2014

Jan. 19, 2015

Memorial Day
May 28, 2012

May 27, 2013

May 26, 2014

May 25, 2015

Personal Holiday
See BPPM 60.56 and 60.57 for information concerning personal holidays.

*WSU observes a Christmas holiday in lieu of President's Day.

60.44_Compensated_Outside_Service_and_Extended_Professional_Activities_by_Faculty.htm

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PERSONNEL
60.44
REV 10-00
Provost's Office
335-5581
PDF link

POLICIES

Refer to the Faculty Manual for University policies regarding compensated outside service and extended professional activities for faculty.

References

Faculty Manual Section IV. D, Policy on Compensated Outside Service by Faculty Members

Faculty Manual Section IV. E, Extended Professional Activities

APPROVAL

Each employee discloses and obtains approval from the appropriate department chair or other supervisor for an activity beyond the employee's WSU duties within five working days of the commencement of the activity.

ANNUAL REPORT

By November 1, each employee having commercial involvements in areas related to his or her University responsibilities submits a summary of those activities to the approving supervisor. The department compiles an annual report of activity for each academic year. (For this purpose an academic year begins August 15 and runs through August 14.) The department chair transmits this report to the dean or director. The dean or director transmits this report to the Provost and Academic Vice President.

See PDF version of BPPM, 60.44.2:
Annual Report of Consultant and Extended Professional Activities
Blank master
Print or complete onscreen and print as needed to report annual activity for each employee who has done professionally-related services during the previous year.

60.19_Benefit_Transfer_for_Previous_State_of_Washington_Employment.htm

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OVERVIEW

A new WSU employee may transfer certain benefits in accordance with RCW 28A.310.240(f) if her or his former employer was:

A state of Washington agency,

A state of Washington higher education institution,

A state of Washington educational service district,

A state of Washington school district or

The office of the Washington superintendent of public instruction.

The employment with the state must be continuous to allow the employee to transfer these benefits.

An intervening customary summer break in employment or a similar break in the performance of employment duties is not considered a break in service for benefit transfer purposes.

Exceptions

Employment by a state of Washington educational service district and a state of Washington school district is not considered to be state service. Employees may transfer accumulated leave from the educational service district or school district. However, such employees do not receive credit for state service.

Temporary employment, adjunct appointments, and graduate student assistantships are not considered previous state of Washington employment for purposes of this policy.

ELIGIBILITY

This policy and procedure applies to faculty, administrative professional employees, and civil service employees who are not covered by collective bargaining agreements.

Collective bargaining unit employees must refer to the appropriate agreement for benefit transfer information.

PROCESS

Human Resource Services (HRS) sends an Employment Record Request form to the previous employer requesting:

Employment information,

Benefit information, and

Originals of all insurance applications.

See the form on 60.19.4.

The previous employer reports employment and benefit information and forwards all original insurance applications to HRS.

Upon receiving the response from the previous employer, Human Resource Services advises the employing department of the employee's adjusted leave balances.

The employing department adjusts the leave balances on the employee's Time Report or Leave Report.

BENEFITS WHICH TRANSFER

No Break in Service

If there is no break in service between the time the employee leaves the previous state of Washington employer and begins work at WSU, the following benefits are transferred:

Seniority

The new WSU employee's seniority includes seniority from previous state employment.

Annual Leave and Sick Leave

The new employee's annual leave and sick leave balances transfer to WSU if the employee's position at WSU is otherwise eligible for leave.

Personal Holiday

The new employee's unused personal holiday transfers to WSU. See RCW 1.16.050 regarding use of personal holiday.

Reemployment

Former faculty and administrative professional personnel who are reemployed within three years of separation from state of Washington employment receive credit for accrued sick leave if the new position is eligible for sick leave.

Former state of Washington civil service employees who are reemployed within five years of separation receive credit for nonreimbursed accrued sick leave, if the new position is eligible for sick leave. See WAC 357-31-160.

Insurance and Retirement Benefits

Contact Human Resource Services for more information regarding transfer of insurance and retirement benefits; telephone 509-335-4521. See also below.

Medical and Dental Insurance

The employee's medical and dental group insurance carriers remain the same unless the employee's managed care plan is not available in the new county of residence.

Transfer employees also have the option of choosing a plan that was not available in the previous county of residence.

Life Insurance

Group term life insurance continues on the same basis. Transfer employees are not treated as new employees.

Long-Term Disability Insurance

Long-term disability coverage continues on the same basis, i.e., the optional coverage and waiting period continues.

Retirement

Generally, the type of employment at WSU determines the employee's retirement plan and whether the employee contributes to the Public Employee's Retirement System (PERS) or to the WSU Retirement Plan. Contact Human Resource Services for specific information; telephone 509-335-4521.

See the PDF form:
60.19.4: Employment Record Request
Complete and/or print as needed.

60.41_Payment_for_Unused_Sick_Leave.htm

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ANNUAL ATTENDANCE INCENTIVE

Each year eligible employees may request payment for 25 percent of the unused sick leave accrued during the year if the employee maintains a 480 accrued hour balance. (WAC 357-31-150 and RCW 41.04.340)

At retirement, an eligible employee or the employee's beneficiaries may receive either benefits from the Voluntary Employee's Benefit Association Medical Expense Plan (VEBA MEP) or payment for the accrued sick leave. (WAC 357-31-375, RCW 41.04.340) See below and 55.49.

Employee Eligibility

The Office of Financial Management has approved classes of eligible employees who satisfy the following criteria, in accordance with SAAM 25.40.30 and RCW 41.04.340.

Teaching and research faculty are not eligible.

Employees must earn sick leave.

Accurate records of sick leave records must be maintained.

Sick leave subject to compensation is not accumulated at a rate in excess of one day per month.

Civil Service Employees

All civil service employees are eligible.

Collective Bargaining Unit Employees

Employees covered by a collective bargaining unit agreement are to refer to the appropriate agreement for eligibility information.

AP Employees

All administrative professional (AP) employees are eligible.

Faculty

Research and teaching faculty are ineligible for the sick leave payment program.

Sick Leave Balance

The employee or the employing department deducts the sick leave hours which are the basis of the claim from the employee's sick leave balance.

480 Hour Minimum

Employee's December 31st sick leave balance must exceed 60 days (480 hours).

The employee must maintain a 480 hour minimum sick leave balance. The claim cannot reduce the sick leave balance below 480 hours. See the table below.

Pay Rate for Eligible Hours

Employees receive one hour's pay for each four hours of eligible sick leave. Payroll Services determines the hourly rate by dividing the employee's January monthly salary by 174.

January Claim

WSU honors only those claims for payment for unused sick leave which meet the January Payroll Documents Calendar deadline. Claims are processed only in January.

Partial Claim

Employees may not claim less than the number of eligible hours, e.g., an employee who earned but did not use 24 hours during the previous year may not base his claim on 20 hours.

PROCEDURES

January Claim

The January Payroll Documents Calendar includes the deadline for submitting a claim for unused sick leave payment.

To view the January Payroll Documents Calendar, go to the Payroll Services website at:

http://www.wsu.edu/payroll/

Select DEPTPAY Users, then
Select Payroll Documents Schedule Fall/Spring.

Applicable Form

Employees use the applicable report form to initiate claims for payment of unused sick leave:

Overtime-eligible civil service, collective bargaining unit, and administrative professional employees use the Time Report.

Overtime-exempt civil service and collective bargaining unit employees use the Leave Report for Excepted Work Period Classified Staff.

Overtime-exempt faculty and administrative professional employees use the Leave Report.

Complete the WSU ID Number, Name, Title Code, Year, Employing Department, and Title fields.

Indicate that the report is for "Sick Leave Payment" in Month.

Indicate the sick leave accrual balances after deducting the compensated hours in the space for sick leave accrual balances. Use this figure when preparing January's Time or Leave Report.

In Comments, indicate the balance as of December 31, hours earned during the year, hours used during the year, and hours that are the basis of the claim. Refer to the table below.

See the Time Report example in the PDF version of 60.41.5 and the Leave Report example in the PDF version of 60.41.6.

The employee signs the report.

The employee's supervisor verifies and approves the report.

Routing

Civil Services and Collective Bargaining Unit Employees

After verification, the employing department routes the report to Payroll.

Faculty and AP Employees

After verification, the employing department routes the report to HRS.

HRS routes the report to Payroll.

Payment

Payroll calculates the payment and includes it on the employee's second January paycheck.

Retirement Attendance Incentive (VEBA MEP)

The employee does not personally choose between the VEBA MEP and sick leave payment. The decision to participate in the VEBA MEP is decided by a simple majority vote of each employee group and is binding each succeeding year until a request for a new vote is submitted. Contact HRS for information regarding participating employee groups.

Ten percent of employees eligible for sick leave payout, in any one of the eligible groups, may request a new vote for the ensuing year. Contact Human Resource Services to initiate the voting process.

Collective bargaining unit employees refer to the applicable bargaining unit agreement regarding payment of accrued sick leave.

Refer to 55.49 for additional information regarding sick leave payment.

CALCULATING ELIGIBILITY FOR SICK LEAVE PAYMENT

Dec 31
Sick Leave Balance

Hours Earned Minus Hours
Used

Eligible
Hours

Paid
Hours

Sick Leave Balance After Payment
Comments

646
(480 + 166)

+96 - 64 = 32

32/ 4

8

646 - 32 = 614
All 32 hours were above the 480 hour minimum.

446

+96 - 64 = 32

0

0

446 - 0 = 446
No payment indicated because Dec. 31 balance is less than 480 hours.

496
(480 + 16)

+96 - 64 = 32

16/ 4

4

496 - 16 = 480
Only 16 of the 32 hours exceed the 480 hour minimum.

606
(480 + 126)

+96 - 108 = -8

0

0

606 - 0 = 606
No payment because year's use exceeds previous year's accrual.

476

+96 - 0 = 96

0

0

476 - 0 = 476
No payment because Dec. 31 balance is less than 480 hours.

55.49_Payment_Upon_Separation_of_Employment.htm

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OVERVIEW

Payment to a WSU employee upon separation of employment includes any compensation due the employee minus appropriate deductions.

The separating personnel action processed through the Personnel/Position/Payroll Electronic Routing Management System (PERMS) and the employee's final Leave or Time Report initiate the employee's final payment.

Instructions for processing personnel actions through PERMS are in 60.25, Leave Report in 60.63, Leave Report for Classified (Excepted) Employees in 60.62, and Time Report in 60.60. (NOTE: Classified employees include civil service and collective bargaining unit employees.)

GENERAL INFORMATION

Source of Funds

Final payment for terminating employees is charged to the current position account configuration unless one or more other accounts are specified in the remarks section of the personnel action or the Time/Leave Report.

Final payment that occurs while an employee is funded by a grant or contract is charged to the grant or contract.

Start Retirement Process

Retiring employees should contact Human Resource Services (HRS) at least six weeks prior to the anticipated retirement date to start retirement procedures.

Academic-year faculty retire effective December 31 or May 15.

Recovery of Retirement Contributions

Under certain circumstances, employees may recover retirement contributions made during WSU employment. Retirement contributions are recovered directly from the retirement system and are not part of the final WSU lump-sum payment. Contact HRS for more information.

Deceased Employee

State regulations govern procedures for releasing compensation owed to a deceased employee's estate.

See SAAM 85.34.30. Contact Payroll Services for details.

Leave Balances

Faculty, Administrative Professionals

Direct questions regarding current leave accruals for faculty and administrative professional personnel to Human Resource Services.

Civil Service and Collective Bargaining Unit Employees

Contact the employing department to obtain current leave balances for currently-employed civil service and collective bargaining unit employees. Contact HRS to obtain current leave balances for civil service and collective bargaining unit employees who are no longer employed by WSU. The employing department maintains the leave records until the employee terminates employment; HRS maintains the employee's leave records after separation.

REIMBURSEMENT

Annual Leave

WSU pays for eligible unused annual leave at the employee's hourly rate.

Human Resource Services enters the number of hours of annual leave under Terminal Leave Hours--Annual on the separation Personnel Action after an audit of the employee's leave records.

Eligible Classes

The following classes of employees are eligible for reimbursement for unused annual leave. (RCW 43.01.041, WAC 357-31-225)

Civil service employees who have completed six months of continuous employment and who have provided written resignation with a minimum of 15 calendar days notice. NOTE: The appointing authorities may waive the notice period. (WAC 357-46-150)

Civil service employees who have completed six months of continuous employment and separate due to death, retirement, layoff, dismissal, or trial reversion.

Civil service employees with less than six months WSU service who transferred accrued leave to WSU from other state agencies, if total state service equals or exceeds six continuous months.

Collective bargaining unit employees who have completed the employment and separation requirements specified in the applicable bargaining unit agreements.

Administrative professional (AP) personnel who separate from the University.

Permanent annual faculty.

Ineligible Classes

The following classes are not eligible for payment for unused annual leave.

Civil service employees who have not completed six months of continuous state service.

Employees who transfer to other state employment. (RCW 43.01.040, WAC 357-31-110)

Temporary annual faculty and temporary administrative professional staff. The University includes the following statement on previous Personnel Actions for these employees: "Accumulated annual leave must be used prior to termination date unless you obtain a written exception from the appointing authority."

Graduate and undergraduate student appointments.

Maximum Annual Leave Accrual

Civil Service Employees

The maximum accrual for a civil service employee is 240 hours plus any hours accrued since the last anniversary date or exceptions approved by the Director of Human Resource Services. See 60.57 for the exception procedure.

Collective Bargaining Unit Employees

For a collective bargaining unit employee, refer to the applicable bargaining unit agreement regarding maximum annual leave accrual.

Faculty, AP

The maximum accrual for faculty and administrative professional (AP) personnel is 352 hours.

Sick Leave

At retirement, an eligible employee may either receive benefits from the Voluntary Employee's Benefit Association Medical Expense Plan (VEBA MEP) or receive payment for accrued sick leave. NOTE: The employee does not personally choose between VEBA MEP or sick leave payment. See below for explanations of these two plans.

If the employee is retired at time of death, the employee's beneficiaries may receive benefits from either the VEBA MEP or receive payment for accrued sick leave, as applicable.

If the employee dies while still employed by WSU, the employee's beneficiaries may received payment for accrued sick leave.

Eligibility

Civil Service Employees, Administrative Professionals

All civil service and administrative professional employees are eligible.

Collective Bargaining Unit Employees

For a collective bargaining unit employee, refer to the applicable bargaining unit agreement regarding payment of accrued sick leave.

Faculty

Research and teaching faculty are ineligible for the sick leave payment program.

VEBA MEP

The VEBA MEP is a post-retirement tax-free medical expense reimbursement account. WSU deposits an amount equivalent to the employee's cash-out of compensable unused sick leave at retirement to a trust account. The VEBA trust account is used to pay allowable medical expenses incurred by the retired employee.

If the employee is retired and receiving VEBA benefits at time of death, the VEBA trust account is used to pay allowable medical expenses incurred by the employee's beneficiaries.

The employee must be a part of an employee group that elects to participate during the year of retirement. Contact HRS for information regarding participating employee groups.

Payment for Sick Leave

If an employee is not a member of an employee group that participates in VEBA MEP, he or she may be eligible for sick leave payment. WSU pays an eligible employee or the employee's estate for unused sick leave at a rate of one day's current pay for each four full days of the total sick leave accrual if the termination is due to death or retirement. See 60.41. (RCW 41.04, WAC 357-31-150) For collective bargaining unit employees, refer to the applicable bargaining unit agreements regarding payment of unused sick leave.

Claiming Pay for Unused Sick Leave

Human Resource Services enters the total number of accrued hours under Terminal Leave Hours--Sick on the Personnel Action Form that initiates separation.

Sick leave payments made due to death are not subject to OASI deductions. Sick leave payments made due to retirement are subject to OASI deductions.

January Resignations

For separations effective in January, the employee may be entitled to yearly sick leave payment for leave earned but not used during the previous year.

Report hours according to procedures outlined in 60.41.

By the deadline on the bottom of the current Academic Payroll Documents Calendar, complete the separation personnel action through a PERMS transaction and submit the employee's original Leave Reports or Time Reports to HRS.

Compensatory Time (Overtime-Eligible Only)

Compensatory time is paid to civil service employees, administrative professional employees, and applicable collective bargaining unit employees who are overtime-eligible. (Refer to the applicable collective bargaining unit agreements regarding overtime.) WSU pays for all unused compensatory time at the employee's hourly rate.

After conducting an audit of a terminating employee's leave records, Human Resource Services notifies Payroll Services of the number of hours of any unused compensatory time, sick leave, and/or annual leave on a printed copy of the separation personnel action.

Leave Accrual for Partial Months

Leave accrual for administrative professional employees and annual faculty is prorated for the month.

Civil service employees terminating on or before the fifteenth of the month do not receive accrued leave for the month. An employee terminating on or after the sixteenth receives the full monthly accrual provided that the employee has not been on leave without pay in excess of ten full working days during the month. (WAC 357-31-120, WAC 357-31-175, WAC 357-31-180)

For collective bargaining unit employees, refer to the applicable bargaining unit agreements regarding leave accrual for partial months.

Reporting the Final Leave Accruals

If the separation is effective in the current month, submit a completed Leave or Time Report to HRS when completing the separation personnel action through PERMS. Indicate anticipated leave activity for the remainder of the employment period on the Leave or Time Report.

When the Payroll Expenditure Audit Report for the pay period is reviewed, verify that the payment reflects worked hours, leave hours reimbursed, and outstanding obligations. See 55.22.

If the leave balance is different from the previously submitted balance, prepare a corrected Leave or Time Report. Submit the corrected forms to Human Resource Services on the last day of employment. HRS immediately notifies Payroll Services of the changes.

Since HRS may prepare a retirement personnel action through PERMS prior to the date of retirement, the employing department must submit a final Leave or Time Report with current balances at the time the employee retires.

HOLIDAY COMPENSATION

Employees working twelve-month schedules or instructional year employees who work full monthly schedules throughout their work year must be in pay status on their last regularly scheduled working day preceding and after the holiday(s) to receive compensation for the holiday(s). For example, an employee with a termination date of December 31 does not receive holiday pay for January 1 (New Year's Day) because the holiday occurs after the termination date. (WAC 357-31-025)

NOTE: For collective bargaining unit employees, refer to the applicable bargaining unit agreements regarding holiday compensation.

ADDRESS CHANGES

An employee who is moving after separation of employment should update his or her address by using the web application at:

http://zzusis.wsu.edu/

Select My Profile, then
Select Change Address or Phone.

See 90.70.

Payroll Services sends the W-2 to the employee's last known address.

Resigning and Permanently Leaving North America

Resigning employees who plan to permanently leave the continent of North America can arrange to receive a final paycheck and W-2 form at the time of departure.

The employing departmental administrator routes a written request through appropriate channels to Human Resource Services and Payroll Services certifying the date services will be completed and the fact that the employee is permanently leaving North America. Include the date the check and W-2 are to be picked up. Include instructions if the W-2 is to be mailed at a later time to a specified foreign address.

The employee cannot receive the final paycheck until employment responsibilities are complete.

Payroll Services must receive the approved request at least two weeks prior to the departure date in order to process the paycheck.

DEADLINES

PERMS Transactions (Personnel Actions)

Human Resource Services must receive an approved PERMS transaction for the separation personnel action by the pay period documents deadline and the leave audit must be completed in order for the employee to receive a lump-sum payment. See 55.04.

Requests to Stop Customary Miscellaneous Deductions

Payroll Services must receive all requests to stop customary miscellaneous deductions by the employee-initiated changes deadline. See below and 55.04.

FINAL PAYCHECK

Payroll Services calculates the amount of the final paycheck.

Salary for Partial Pay Periods

The salary for a part of a pay period is calculated by dividing the number of days worked in the pay period by the total number of working days in the pay period multiplied by one-half the full monthly rate.

Annual Leave

Unused annual leave is reimbursed at the employee's hourly rate. Payroll Services determines the hourly rate for annual leave by multiplying the monthly salary rate times 0.0063 and rounding to three places.

Sick Leave

VEBA MEP

If the employee participates in the Voluntary Employee's Benefit Association Medical Expense Plan (VEBA MEP), the amount of the account deposit is shown on the final earnings statement.

Sick Leave Payment

If the employee receives payment for accrued sick leave, the amount paid is determined by multiplying the employee's hourly rate times 25 percent of the accrued sick leave total. Payroll Services calculates the hourly rate by multiplying the monthly salary by 0.005747 and rounding to three places.

Compensatory Time

Compensatory time is reimbursed at the hourly rate. Payroll Services calculates the hourly rate by multiplying the monthly salary by 0.005747 and rounding to three places.

Deductions

Payroll Services makes appropriate deductions from the final payment.

Income Tax

Federal withholding tax (income tax) is deducted from all payments.

Withholding based upon the lump sum final payment can exceed a proportional contribution when estimated annual income is considered. The employee may request an alternative deduction amount based upon a set percent of earnings by submitting a revised W-4 form to Payroll Services.

Outstanding Obligations

Outstanding obligations to WSU may be deducted from the final paycheck, e.g., traffic fines or library fines. (WAC 504-14-810, WAC 504-15-810, WAC 504-19-810, WAC 504-40-060)

Customary Miscellaneous Deductions

Customary miscellaneous deductions, e.g., credit union or parking deductions, will be withheld from the last paycheck unless the employee contacts the appropriate offices and stops each deduction. See above for deadline information.

60.63_Leave_Report_for_Overtime-Exempt_Faculty_and_Administrative_Professional_Employees.htm

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POLICY

Faculty and administrative professional employees who are ineligible to earn overtime and who accumulate annual or sick leave are to document leave activity by completing and certifying Leave Reports as described in this section.

Contact Human Resource Services (HRS) to determine overtime eligibility status.

Do Not Submit Leave Report

The following categories of faculty and administrative professional employees do not complete Leave Reports:

Administrative professional employees who are eligible to earn overtime. These employees complete and certify Time Reports for Overtime Eligible Employees. See 60.60.

Administrative professional employees on less than six month and less than half-time (50 percent FTE) appointments. (This category is used for retire/rehire positions only.)

Visiting faculty on summer appointments.

Temporary faculty employed less than half time.

Temporary faculty employed less than one semester (academic appointment) or less than six months (annual appointment).

Time-card faculty (hourly appointments).

Adjunct faculty.

For more information about leave procedures and rules for faculty and administrative professional employees, see 60.56, the Faculty Manual, and the Administrative Professional Handbook.

Monthly Report

The employee submits original Leave Reports each month to the employing department. The employing department retains each employee's official Leave Report file for the term of employment.

Send the file of original Leave Reports to Human Resource Services for audit when employment is terminated.

Send the complete file to the new WSU department when an employee transfers employment.

The Leave Report directs Payroll to modify pay when leave activity affects pay, e.g., leave without pay. If leave affects pay, submit the Leave Report in accordance with deadlines provided on the Payroll Documents Schedule issued by Payroll Services (see 55.04).

GENERAL INSTRUCTIONS

Unit administrators are responsible for ensuring leave is taken in accordance with policies included in 60.56, the Faculty Manual, or the Administrative Professional Handbook.

Supervisors may instruct employees to use leave earned while assigned to a project during the term of a sponsored project.

Reporting Forms

The department selects from the following reporting records to report leave hours earned and taken by overtime-ineligible faculty and administrative professional employees.

Paper Copy

Order paper copy Leave Report forms from University Stores (item number 3291). See 70.35 for University Stores ordering procedures.

Excel

Complete and/or print the Excel master on 60.63.13-Win (for Windows users) or 60.63.13-Mac (for Macintosh users).

Automated Template

An automated template of the Leave Report is available from the Office of Procedures, Records, and Forms. Use of the automated form template permits completion on a personal computer.

To access the automated template of the Leave Report, go to:

http://www.wsu.edu/~forms/fm.html

Alternate Leave Record

An alternate leave record may be substituted for the Leave Report if HRS approves the alternate leave record prior to department use.

HRS maintains a record of all units requesting and using alternate leave records. HRS also maintains a copy of the alternate leave record used by each requesting unit.

Previous State Employment

If a new WSU employee has previous Washington state employment, Human Resource Services requests leave information from the former state employer. Refer to 60.19.

More Than One Appointment

The home department prepares the Leave Report and retains the Leave Report file for each employee having more than one appointment. See 60.25 for an explanation of home department.

Errors

If an error is discovered after the Leave Report is distributed, make a correction and inform the employee of the change. The employee must sign the corrected Leave Report.

If an error is discovered after distribution:

Prepare a corrected form,

Enter an annotation of the correction in the Comments section,

Obtain employee and supervisor signatures, and

Distribute the corrected Leave Report.

Terminating Employment

Upon termination of employment, the department sends the employee's complete Leave Report file to Human Resource Services for audit. See 55.49.

Partial Hours

Report partial hours as decimal equivalents to two places, not fractions. (Refer to the table in 60.60 for decimal equivalents of minutes.)

COMPLETING THE FORM

Be sure that all copies are legible. The numbered instructions correspond to numbered sample form sections.

See the samples in the PDF version of 60.63.8-12.

WSU ID Number (1)

Enter the employee's WSU ID number on each Leave Report.

Name (2)

Enter the employee's name. The name on the Leave Report must match the name on the Payroll Expenditure Audit Report. Nicknames are not acceptable.

Faculty OR Administrative Professional (3)

Indicate the employee's type.

Percent FTE (4)

Indicate the percent of full-time employment. Percent FTE determines the monthly leave accrual and must be entered.

Month and Year (5)

Enter the month and year of the reported leave and leave accrual.

Employing Department (6)

Enter the employee's home department. If the employee has more than one employing department, identify one as the home department.

Mail Code (7)

Enter the mail code of the employee's home department.

Annual, Academic, or Summer (8)

Indicate the employee's appointment term.

Leave Hours Taken

Record leave hours taken under the appropriate days. Refer to 60.56, the Faculty Manual, and the Administrative Professional Handbook for a description of each leave type.

Annual Leave (9)

Enter the number of annual leave hours taken under the appropriate days.

Sick Leave (10)

Enter the number of sick leave hours taken under the appropriate days.

See 60.56, the Faculty Manual, and the Administrative Professional Handbook.

Leave Without Pay (11)

Report all LWOP on the Leave Report.

In Comments, state, "LWOP from (first date of absence) to (date of return)."

Submit the Payroll and Human Resource Services copies of any Leave Report which reports LWOP to Human Resource Services. Comply with the payroll deadlines in the Payroll Documents Schedule. See 55.04.

If there is not enough time to use the standard LWOP reporting procedures by Payroll deadlines, telephone or send an e-mail message to Payroll with details of LWOP. Follow the notification with the Leave Report. In Comments, state, "Payroll was notified about this LWOP (date of notice)" as well as the dates and hours of leave without pay.

See 60.56, the Faculty Manual, and the Administrative Professional Handbook for more information about LWOP.

Personal Holiday (12)

Report 8 hours (or appropriate portion of the day for part-time employees) under the appropriate date and enter the hours taken under Total Hours. All personal holiday hours must be taken as a full day or shift.

Holiday (13)

Report 8 holiday hours (or appropriate portion of the day for part-time employees) taken under the appropriate date. See 60.76 for the schedule of University holidays.

Emergency Leave (14)

The employee notes "Emergency Leave for (describe purpose)" in Comments.

Record emergency leave taken by faculty or administrative professional employees under the appropriate dates. Refer to 60.56, the Faculty Manual, and the Administrative Professional Handbook for emergency leave policies.

Training Leave (15)

Enter the number of training leave hours taken under the appropriate days. See 60.56, 60.72, the Faculty Manual, and the Administrative Professional Handbook.

Civil Leave (16)

Enter the number of civil leave hours taken to serve on jury duty, as trial witnesses, or for other subpoenaed civil duties. See 60.56, the Faculty Manual, and the Administrative Professional Handbook.

Military Leave (17)

Enter the number of military leave hours taken under the appropriate days. Military leave for an employee is not to exceed 15 working days during each year beginning October 1 and ending the following September 30. See 60.56, the Faculty Manual, and the Administrative Professional Handbook.

Attach a copy of orders for military training leave only. A copy of the orders is not required for an employee who is called to active duty.

Shared Leave (18)

Human Resource Services notifies the employee and the employing department if an employee is the recipient of shared leave hours and prepares leave reports. Refer to HRS for more information regarding shared leave. See 60.58.

Leave With Pay (19)

See 60.56, the Faculty Manual, and the Administrative Professional Handbook.

Faculty Retraining Leave

Record hours taken as retraining leave on the Leave Report. Refer to 60.56 and the Faculty Manual for more information.

Balances

Previous Balance (20)

Enter the totals reported as Current Balance from the preceding month's Leave Report.

Subtract Hours Used (21)

Enter the total hours of leave taken during the month and subtract the number from the Previous Balance.

Subtract Donated Hours (22)

Hours donated to a fellow WSU employee in the Shared Leave Program are subtracted from the Annual Leave Previous Balance or the Sick Leave Previous Balance. See HRS for more information about shared leave.

Add Hours Earned or Received (23)

Enter the appropriate hours of leave earned.

See 60.56, the Faculty Manual, and the Administrative Professional Handbook for accrual rates for annual leave and sick leave.

Current Balance (24)

Record the results of the above calculations.

Administrative Correction (25)

This space is used by HRS to modify the report based upon an audit of the hours. Employees and departments are notified of these corrections.

Comments (26)

Enter anything not otherwise provided which contributes to the clarity of the report; for example:

Purpose of emergency leave.

Dates and hours for leave without pay.

Length and dates of a summer session or summer appointment.

Indication that leave is authorized for family medical leave.

Signatures/Approvals

The signature or approval must be applied personally by the indicated individual. Facsimile or substitute signatures, e.g., signature stamps, are not acceptable.

Certification (27)

The employee certifies the report's accuracy by signing and dating the form.

Supervisor's Signature (28)

The employee's supervisor verifies, signs, and dates the report.

Administrative Approval (29)

Required if supervisor's signature is not present.

HRS highly recommends that a representative of the department or area administrative staff review the Leave Report information for accuracy. HRS notifies the appropriate vice presidents, deans and/or appointing authorities of repeated time reporting errors uncovered during audits. HRS reports serious and repeated concerns to the Internal AuditorÕs Office.

HRS may require an area/department to establish an administrative review for repeated and persistent errors.

ROUTING THE REPORT

Employee

The employee retains a copy and routes the original and the remaining copies to the department.

Department

The department retains the original in the employee's official leave file.

If the Leave Report includes any pay-affecting actions, e.g., LWOP, or time missed due to an on-the-job injury regardless of pay status, route two copies to HRS. Submit the completed Leave Report copies to HRS in accordance with the applicable deadline on the Payroll Documents Schedule. See 55.04.

See the Excel form:
60.63.13: Leave Report (Windows)
60.63.13: Leave Report (Macintosh)
Complete and/or print as needed.

60.56_Faculty_and_Administrative_Professional_Personnel_Leave.htm

Posted in:PERSONNEL

version 0 ([revision_count] revisions)

Posted on January 06,2014 by jeremy.bass

OVERVIEW

The faculty and administrative professional personnel leave regulations included in this section are based upon policies in the Faculty Manual, the Administrative Professional Handbook, the Business Policies and Procedures Manual, and the Fair Labor Standards Act (29 USC 201).

Types of leave described in this section are:

Annual leave (see below)

Civil leave (see below)

Compensatory time (see below)

Disability leave (see below)

Emergency leave (see below)

Faculty leave with pay (see below)

Faculty retraining leave (see below)

Family medical leave (see below)

Holiday (see below)

Leave due to suspended operations, emergency closures, or inclement weather (see below)

Leave for life-giving procedures (see below)

Leave for spouse of member of the military (see below)

Leave for voting (see below)

Leave without pay (see below)

Military leave (see below)

Parental leave (see below)

Personal holiday (see below)

Professional leave (see below)

Sick leave (see below)

Training release time (see below)

Unauthorized absence (see below)

Victims of domestic violence, sexual assault, or stalking (see below)

Work-related injury or illness (see below)

For information regarding shared leave, see 60.58.

Ineligible for Leave

The following categories of faculty and administrative professional employees do not earn leave:

Retired faculty and administrative professional (AP) employees who are rehired on less than half-time (e.g., 40 percent FTE) appointments

Visiting faculty on summer appointments

Temporary faculty employed less than half time

Temporary faculty employed less than one semester (academic appointment) or less than six months (annual appointment)

Time-card faculty (hourly appointments)

Adjunct faculty

Ineligible for Annual Leave

Faculty on academic appointments do not earn annual leave.

Departmental Guidelines

In addition to the rules specified in the Business Policies and Procedures Manual (BPPM), the Faculty Manual, the Administrative Professional Handbook, and the Fair Labor Standards Act (29 USC 201), departments should develop internal processes for requesting and approving all leave.

Assistance

Supervisors and employees may contact Human Resource Services (HRS) regarding leave issues and for interpretations of these regulations; e-mail hrs@wsu.edu, or telephone the campus HRS office at:

Pullman: 509-335-4521

Spokane: 509-358-7554

Tri-Cities: 509-372-7302

Vancouver: 360-546-9587

Reporting Leave

A faculty or AP employee who is ineligible to earn overtime reports leave on a Leave Report form. See 60.63.

An administrative professional (AP) employee who is eligible to earn overtime reports leave on a Time Report for Overtime-Eligible Employees. See 60.60.

ANNUAL LEAVE

Earning Annual Leave

Faculty and administrative professional personnel on full-time annual appointments earn annual leave at the rate of 14.67 hours per month of completed service.

Administrative professional (AP) personnel on academic, temporary, or part-time appointments earn annual leave based upon percent of full-time employment; e.g., half-time employees earn 7.34 hours per month. NOTE: AP appointments are not established for less than 50 percent FTE and/or for less than a six-month term. See the Administrative Professional Handbook for more information. To view the handbook, go to the HRS website at:

http://hrs.wsu.edu/APHandbook

Employees hired or separated within the month receive leave on a prorated basis. Prorated annual leave for the month is calculated as follows:

Number of days worked Â¸ number of working days in the month = Fraction

Fraction x 14.67 x Percent FTE = Annual leave accrual

Maximum Accrual

The maximum annual leave accrual is 352 hours (44 working days).

LWOP

Faculty and administrative professional employees accrue annual leave on a prorated basis for portions of months that include leave without pay.

Prior State Service

An employee who transfers to WSU with no break in service transfers accrued annual leave hours if he or she transfers from:

A state of Washington agency,

A state of Washington higher education institution,

A state of Washington educational service district,

A state of Washington school district, or

The office of the Washington superintendent of public instruction.

Employment by a state of Washington educational service district and a state of Washington school district is not considered to be state service. Employees may transfer accumulated leave from the educational service district or school district. However, such employees do not receive credit for state service.

See 60.19 for more information and instructions.

Using Annual Leave

An employee may not use annual leave before the leave is earned. EXCEPTION: The annual leave hours earned during the final month of the appointment may be used in the final month.

Leave is scheduled with the approval of the unit administrator.

A faculty member moving from an annual to an academic year appointment must use any accrued annual leave within one year to avoid loss of earned leave.

A faculty or AP employee on a temporary appointment must use accumulated annual leave prior to the termination date of the appointment unless the employee receives a written exception from the appointing authority.

Leave Must Be Allowed

The unit administrator must allow an employee to take annual leave for:

Serious health condition of employee;

Emergency or serious health condition of employee's eligible family member;

Health condition of employee's minor or dependent child which requires treatment or supervision;

Parental leave (see below);

Active duty or to take part in active training duty in the armed forces of the U.S. (see below);

An employee whose spouse is a member of the military who has been notified of an impending call or order to active duty or who has been deployed (see also below);

Care for a spouse, son, daughter, parent, or next of kin who is suffering from a serious illness or injury arising from injuries incurred in the line o f duty in the armed forces of the U.S. (see below for definition of the term "next of kin");

Recovery from and coping with the effects of domestic violence, sexual assault, or stalking (see below and RCW 49.76);

Absence due to inclement weather, suspended operations, or emergency closures (see below).

Use of Annual Leave While on LWOP

An employee may not use annual leave while on leave without pay (LWOP).

EXCEPTION: An employee who is on LWOP for one of the following reasons may schedule paid leave each month to maintain eligibility for WSU-sponsored employee benefits:

Family medical leave (see below) up to 12 weeks;

Disability leave (see below) up to four months;

Disability leave due to pregnancy or childbirth (see below), as long as medically certified;

Parental leave (see below), up to 12 weeks;

Worker's compensation (see below).

Military leave service in the uniformed services of the United States or the state of Washington (see below), as long as required to serve;

Leave for an employee whose spouse is a member of the military who has been notified of an impending call or order to active duty or who has been deployed (see below);

Leave to care for a spouse, son, daughter, parent, or next of kin who is suffering from a serious illness or injury arising from injuries incurred in the line of duty in the armed forces of the U.S. (see below); up to 26 weeks;

Domestic violence leave (see below).

NOTE: Due to the multiple types of leave available for disability, maternity, or parental leave, or worker's compensation, as well as leave for military spouses or victims of domestic violence, consult with HRS regarding appropriate use of leave.

Head Residents

Head residents are granted regular student holiday periods in lieu of annual leave.

Sponsor Restrictions

Some sponsored agreements require that annual leave earned on a given contract be used during the contract. Leave balances earned while the employee is supported by any other source of funds may not be used during such a contract.

International Contracts

International contracts include the above restriction. When a WSU employee is appointed to an international contract, the employee's existing annual leave balance is frozen. The employee must use all annual leave earned while abroad within the effective dates of the appointment or forfeit any unused hours.

Upon completion of the assignment abroad by assignment to a domestic project or to a state-funded appointment, the previously frozen annual leave balance is unrestricted and available in accordance with WSU policies.

Payment Upon Separation

See 55.49.

CIVIL LEAVE

WSU grants employees leave of absence with pay to serve on jury duty, as trial witnesses, or for other subpoenaed civil duties.

Jury Compensation

The employee may keep any compensation he or she receives for serving as a member of a jury.

Official Capacity

If an employee is appearing in court or at a hearing in a WSU official capacity, the employee is not on leave from the University. The activity is considered to be part of the employee's regular assignment. The employee is reimbursed for any incurred expenses in accordance with University procedures.

Voluntary Expert Testimony (Faculty Only)

Voluntary expert testimony by faculty members is governed by University policies regarding compensated outside service and extended professional activities for faculty. See 60.44 and the Faculty Manual.

COMPENSATORY TIME (AP Employees Only)

Full-time overtime-eligible AP employees receive time and one-half regular pay for all hours worked in excess of forty hours per week.

Part-time overtime-eligible AP employees receive straight time pay up to forty hours per week. These employees are eligible to receive time and one-half regular pay for hours worked in excess of forty hours per week.

Overtime eligible AP employees receive cash payments for overtime for hours worked in excess of 40 hours in one work week. However, at the employee's request, an employing official may approve compensatory time off in lieu of cash.

All paid holidays during an overtime-eligible AP employee's regular work schedule are considered to be hours worked for purposes of determining overtime.

Leave with pay taken during the employee's regular work schedule is not considered to be hours worked for purposes of determining overtime.

DISABILITY LEAVE

Faculty and AP employees may be qualified to receive disability leave, including leave due to pregnancy and/or childbirth, under the family medical leave (FML) program. See below.

Requesting Disability Leave

An employee reports inability to work due to a disability, including disability due to pregnancy and/or childbirth, to his or her supervisor. The supervisor then refers the employee to HRS to apply for disability leave.

The employee must submit medical certification or verification to HRS for the period of disability.

For advisory guidelines and more detailed information about disability leave, including disability leave due to pregnancy and/or childbirth, contact HRS or select the Family and Medical Leave (FMLA) link in the Employees-->Leave area of the HRS website at:

http://hrs.wsu.edu/

Leave Usage

Disability Due to Pregnancy or Childbirth

Disability leave related to pregnancy, childbirth, and/or FML may be a combination of sick leave, annual leave, personal holiday, compensatory time, and leave without pay. The employee chooses the combination and use of paid and unpaid leave during such disability leave.

Disability (Not Pregnancy, Childbirth, or FML-Related)

Disability leave not related to pregnancy, childbirth, or family medical leave (FML) may be a combination of sick leave, annual leave, personal holiday, compensatory time, and leave without pay. However, the employee may not move in and out of paid status during such disability leave. Usually, the employee uses paid leave until such leave is exhausted and then uses unpaid leave for the remainder of the disability leave period.

Continuing Employer-Paid Benefits

If necessary due to disability, the employee is allowed to use a minimum of eight hours of accrued paid leave per month for up to four months of disability leave due to pregnancy and/or childbirth (or as long as medically certified) to provide for continuation of employer-paid benefits. (The total months of such disability leave include the twelve workweeks provided under the Family and Medical Leave Act, if eligible.) NOTE: If using LWOP, eight hours of paid leave per month may not be sufficient to cover the employee's portion of the insurance premiums. Contact HRS for more information.

During the fourth month following the FML period, or if the employee is not eligible for FML, the eight hours paid leave should be used on the first working day of the month.

EMERGENCY LEAVE

Faculty and AP employees may use emergency leave for a death in the family or of a household member/partner or other comparable emergency.

Refer to the Faculty Manual and the Administrative Professional Handbook for definitions of family members and household members/partners.

To view the Faculty Manual, go to:

http://facsen.wsu.edu/faculty_manual/

To view the Administrative Professional Handbook, go to the HRS website at:

http://hrs.wsu.edu/APHandbook

Deans or principal administrative officers may grant emergency leave not to exceed five days.

Extended Emergency Leave

Faculty

The Provost or the Provost's designee may extend leave up to ten days for faculty employees. See the Faculty Manual regarding procedures for requesting extended emergency leave.

AP Employees

The employee's administrative officer and the Director of HRS may extend leave up to ten days for administrative professional employees. See the Administrative Professional Handbook regarding procedures for requesting extended emergency leave.

FACULTY LEAVE WITH PAY

Leave with pay for purposes of official duties or services on behalf of the University may be authorized for faculty employees by the dean or principal administrative officer. For deans and principal administrative officers, leave may be authorized by the Provost. (Faculty Manual)

Special Leave With Pay

Ten days of special leave with pay may be requested by faculty members after two years of completed service. Additional requests may be made after each two-year period of completed service. Route written requests to the Provost and Executive Vice President through the intermediate administrative supervisors. (Faculty Manual)

FACULTY RETRAINING LEAVE

Faculty members may request retraining leave for up to two semesters or one year, respectively, for academic or annual year appointments.

A faculty member is eligible for retraining leave provided he or she expects to serve WSU for at least five years following the leave and before retirement.

Procedures for applying for retraining leave are available from the Provost's Office. See the Faculty Manual for additional information.

FAMILY MEDICAL LEAVE

Faculty and administrative professional employees may use annual leave, sick leave, or leave without pay for family medical leave (FML).

Family medical leave benefits are provided concurrently with University leave benefits, in accordance with the federal Family Medical Leave Act. See also below.

Contact HRS for information concerning current University procedures used to implement the Family Medical Leave Act, or select the Family and Medical Leave (FMLA) link in the Employees-->Leave area of the HRS website at:

http://hrs.wsu.edu/

Requirements

In accordance with the Family and Medical Leave Act of 1993 (29 USC 2601 et seq.), an employer must grant an eligible employee a total of 12 work weeks of absence during a rolling 12-month period in order to:

Seek treatment and recover from the employee's serious health condition;

Care for the employee's parent, spouse, or child who has a serious health condition; and/or

Provide care to the employee's newborn, adopted, or foster child.

Leave to Care for Service Member

Upon request, the University must grant an eligible faculty or AP employee up to a total of 26 work weeks of absence during a rolling 12-month period to care for an allowed individual. Allowed individuals include a spouse, son, daughter, parent, or next of kin who is suffering from a serious injury or illness arising from injuries incurred in the line of duty in the U.S. armed forces. For FML purposes, the term "next of kin" is defined as the nearest blood relative of the ill or injured individual.

Eligible Employee

An eligible employee is an employee who has:

Worked for the state for at least 12 months, and

Worked at least 1250 hours during the previous 12-month period. NOTE: Paid leave is not counted toward the 1250 hours of work.

FML Provisions

The following provisions apply to the granting and use of family medical leave (FML):

HRS designates which employee absences meet the criteria of FML.

Designated paid or unpaid leave is counted toward the 12 weeks of FML.

The employee may choose to use accrued paid leave or leave without pay for FML.

The employee is to return to the same or equivalent position which he or she held prior to the FML absence.

The University continues an eligible employee's University-paid health insurance benefits during the FML period. (Contact HRS regarding benefits if the employee does not return to work at the end of the FML period.) The employee is responsible for her or his portion of the premiums and must make arrangements with Payroll Services to ensure that the premiums are paid.

Application

For application advisory guidelines and more detailed information concerning family medical leave, select the Family and Medical Leave (FMLA) link in the Employees-->Leave area of the HRS website at:

http://hrs.wsu.edu/

Additional Information

Faculty and AP employees may refer to the family medical leave rules in the Faculty Manual and the Administrative Professional Handbook regarding such disability leave.

To view the Faculty Manual, go to:

http://facsen.wsu.edu/faculty_manual/

To view the Administrative Professional Handbook, go to the HRS website at:

http://hrs.wsu.edu/APHandbook

HOLIDAY

A holiday is a day when all University offices and departments on a WSU campus are closed except for certain essential service units.

The University provides ten holidays each fiscal year for faculty, AP, and civil service employees. Refer to the holiday schedule in 60.76 for current WSU holiday schedules for specified University locations.

An employee on a less than 12-month appointment is eligible for holidays scheduled within the appointment term.

NOTE: An employee must be in pay status the work day prior to the holiday in order to receive pay for the holiday.

Academic Faculty Only

For academic faculty on less than 12-month appointments, a break in the academic calendar when classes are not taught is not considered a holiday unless the break coincides with a designated University holiday. See 60.76. Academic faculty positions include instructional and research positions.

NOTE: The University expects academic faculty with ongoing responsibilities to perform those duties during academic breaks.

If the faculty member is exempt from this requirement as part of the employment contract, this is indicated on the Personnel Action form in Remarks. See 60.25.

LEAVE DUE TO SUSPENDED OPERATIONS, EMERGENCY CLOSURES, OR INCLEMENT WEATHER

The University administration determines whether to implement periods of suspended operations or closures due to emergencies or inclement weather. See 50.40.

Administrative Professional (AP) Employees

An administrative professional (AP) employee may request the use of annual leave, personal holiday, compensatory time (if overtime-eligible), or leave without pay to cover absence due to suspended operations, emergency closure, or inclement weather. As an alternative to using leave, the AP employee must be given an opportunity to reschedule work time lost, which must be rescheduled and worked within the workweek.

The appropriate manager in an AP employee's supervisory chain may authorize the employee to work from home during inclement weather. NOTE: A temporary telework arrangement is not required to accommodate work from home during a period of suspended operations, inclement weather, or an unanticipated circumstance lasting less than a week that requires an employee to remain at home, such as care of a family member. (See 60.34 regarding telework arrangements.)

AP employees may use up to three days of sick leave per calendar year for absence due to suspended operations, emergency closures, or inclement weather after all other paid leave is exhausted.

Overtime-Eligible APs

An overtime eligible administrative professional employee may be required to use compensatory time for absence due to inclement weather before using annual leave hours, unless this requirement would result in a loss of accumulated annual leave.

Faculty

The department chair or director may authorize a faculty employee to work from home during inclement weather. NOTE: A temporary telework arrangement is not required to accommodate work from home during a period of suspended operations, inclement weather, or an unanticipated circumstance lasting less than a week that requires an employee to remain at home, such as care of a family member. (See 60.34.)

Refer to the Faculty Manual.

Faculty who are not required to work use annual leave or leave without pay for absence due to inclement weather, suspended operations, or emergency closures.

Faculty who accrue sick leave may use up to three days of sick leave per calendar year for absence due to suspended operations, emergency closures, or inclement weather after all other paid leave is exhausted.

All Employees

All employees refer to 50.40 regarding suspended operations and emergency closures.

All employees refer to 60.40 regarding staffing during suspended operations and emergency closures.

LEAVE FOR LIFE-GIVING PROCEDURES

Employees are eligible for paid leave for the sole purpose of participating in life-giving procedures. Paid leave for participation in life-giving procedures:

Is not to exceed five days in a two-year period;

Is not charged against sick leave or annual leave; and

Does not require the use of leave without pay.

(Executive Order 02-01)

A life-giving procedure is defined as a medically-supervised procedure involving the testing, sampling, or donation of blood, platelets, organs, fluids, tissues, and other human body components for the purposes of donation, without compensation, to a person or organization for medically necessary treatments.

Employees must provide reasonable advance notice of a desire to take paid leave time to participate in live-giving procedures. Supervisors may take into account program implementation and staffing replacement requirements in determining whether or not to grant such leave time.

In order to be credited with organ/blood donation leave time, an employee must provide written proof from an accredited medical institution, physician, or other medical professional that the employee participated in a life-giving procedure.

Any additional time needed for life-giving procedures is subject to University leave policies and collective bargaining agreements. Supervisors may also continue or implement informal, flextime, or other leave arrangements for these purposes.

The University's life-giving procedures leave policy does not create any entitlement or other right which may be converted to cash, other compensation, or any other benefit. The policy is intended only to encourage altruistic life-giving procedures, and to allow paid leave to participate in such procedures.

LEAVE FOR SPOUSE OF MEMBER OF MILITARY

During a period of military conflict, an employee whose spouse is a member of military who has been notified of an impending call or order to active duty or who has been deployed is entitled to a total of fifteen days of unpaid leave per deployment. Applicable military units are the Armed Forces of the United States, National Guard, or reserves.

The employee may choose to use accrued paid leave, e.g., annual leave, to cover any or all of the fifteen days of leave per deployment for which he or she is entitled.

The employee is entitled to fifteen days of military spousal leave:

After the military spouse has been notified of an impending call or order to active duty and before deployment; or

When the military spouse is on leave from deployment.

Notifying HRS

An employee who seeks military spousal leave must provide HRS with notice:

Within five business days of the employee's spouse receiving official notice of an impending call or order to active duty; or

Within five business days of the employee's spouse receiving official notice of leave from deployment.

LEAVE FOR VOTING

Supervisors are to arrange faculty and AP employees' working hours on the day of a primary, general, or special election to allow employees reasonable time to vote. (Up to two hours may be allowed.) (RCW 49.28.120)

The supervisor may not deny the use of compensatory time or annual leave for up to two hours on an election day if:

The employee's work schedule does not include two consecutive free hours during the time the polls are open, and

The employee was not advised of his/her work schedule in time to obtain an absentee ballot.

LEAVE WITHOUT PAY (LWOP)

Faculty employees may refer to the Faculty Manual for more information about faculty leave without pay availability, restrictions, and procedures. To view the manual, go to:

http://facsen.wsu.edu/faculty_manual/

Administrative professional (AP) employees may be granted up to 12 months of leave without pay upon approval of the appointing authority. An extension for up to an additional 12 months may be granted upon the approval of the appointing authority and the Director of HRS. AP employees refer to the Administrative Professional Handbook, available at the HRS website at:

http://hrs.wsu.edu/APHandbook

Requesting LWOP

Employees are to submit requests for extended LWOP in writing. Faculty and AP employees follow the procedures in the Faculty Manual and the Administrative Professional Handbook to prepare and route LWOP requests for appropriate administrative approval.

Submit approved LWOP requests to HRS.

Family Medical Leave

If the LWOP request is for the employee's serious medical condition, maternity or parental leave, or to attend to the serious medical condition of a family member, refer to the family medical leave rules. See above.

Accruals While on LWOP

Faculty and AP employees do not earn annual or sick leave while on full leave without pay, i.e., not working any days in a calendar month.

Faculty and AP employees who are on partial LWOP, i.e., working one or more days in a calendar month, accrue annual and sick leave on a prorated basis.

Insurance Benefits

LWOP for a period which is equal to or greater than one calendar month requires personal payment of insurance premiums unless:

Faculty or AP employee is on approved FML and is using paid leave to cover her or his portion of the premiums (see above); and/or

Faculty or AP employee is on parental leave under FML for up to 12 weeks and is using paid leave to cover her or his portion of the premiums (see above); and/or

Faculty or AP employee is not eligible for FML, is on disability LWOP or parental leave, and

Faculty or AP employee is using eight hours of paid leave per month to keep benefits in effect for up to four months for her or his own condition or parental leave.

NOTE: Eight hours of pay may not generate enough pay to cover the employee's portion of the insurance premium. Contact HRS to inquire how much leave must be used each month to cover employee's portion of the insurance premiums.

An FML-eligible employee may use eight hours of paid leave for one additional month beyond the FML period in order to maintain benefits.

An employee may not move in and out of paid status during a disability leave not related to pregnancy, childbirth, or FML. Usually, the employee uses paid leave until such leave is exhausted and then uses unpaid leave for the remainder of the disability leave period.

Contact Payroll Services regarding personal payment of insurance premiums, as needed; telephone 335-4521.

Review the following for more information regarding eligibility for benefits during periods of LWOP:

Family medical leave (see above)

Disability leave (see above)

Parental leave (see below)

MILITARY LEAVE

The University grants leave with pay and LWOP for military leave to employees called to active duty or to take part in any active training duty with any of the armed forces of the United States.

Military Leave With Pay

Employees must be granted military leave with pay not to exceed 21 working days during each year in order to report for active duty or to take part in active training duty in:

Washington National Guard;

Army reserves;

Navy reserves;

Air Force reserves;

Coast Guard reserves;

Marine Corps reserves of the United States; or

Any organized reserve or armed forces of the United States.

For purposes of calculating military leave, the year begins October 1st and ends the following September 30th.

The employee receives paid military leave in addition to any annual or sick leave to which she or he is entitled. Paid military leave is not to result in any reduction in employee benefits, performance rates, privileges, and pay.

Physical Examination

Employees are not charged leave hours for time used to take a physical examination to determine fitness for military service. Employees do not report leave hours taken for this purpose on Time or Leave Reports.

Military Leave Without Pay

If the leave exceeds 21 working days, the University must grant the employee a military leave of absence without pay for service in the uniformed services of the United States or the state, and reinstatement as provided in RCW Chapter 73.16.

Shared Leave During Periods of Military Leave

Refer to 60.58 for information regarding eligibility and application for shared leave during military leave.

Requesting Military Leave

Upon presentation of military orders to the appropriate dean or principal administrative officer, the University grants employees leave with pay and/or leave without pay for active armed forces training duty and active service duty.

PARENTAL LEAVE

An eligible employee may request parental leave for up to 12 weeks for the birth and care of the employee's newborn child or the placement of a child with the employee for adoption or foster care. (RCW 49.78.220) This leave may be in addition to any leave for illness or temporary disability due to pregnancy and/or childbirth.

Contact HRS for additional information regarding parental leave.

PERSONAL HOLIDAY

Annual faculty and all AP employees are entitled to a personal holiday each fiscal year.

Employees must take all personal holiday hours on one day. EXCEPTION: Employees may take personal holiday hours as a partial day if some of the personal holiday hours are:

Donated for shared leave (see 60.58), or

Used for emergency leave (see above).

PROFESSIONAL LEAVE

Faculty and AP employees are eligible for professional leave. Refer to the written instructions from the Provost's Office and the Faculty Manual for more information.

SICK LEAVE

Earning Sick Leave

Full-time faculty and AP employees earn sick leave at the rate of eight hours per month of completed service. Academic-year employees earn eight hours per month (one working day) for each full calendar month of full-time summer employment.

Qualifying part-time faculty and AP employees earn sick leave based on a percent of full time employment; e.g., half-time employees earn four hours per month of completed service.

Leave Accrual

Employees hired or separated within the month receive leave on a prorated basis. Prorated sick leave is calculated as follows:

Number of days worked Â¸ number of working days in the month = Fraction

Fraction x 8.00 x %FTE = Sick leave accrual

Employees may accumulate an unlimited number of sick leave hours.

LWOP

Faculty and administrative professional employees accrue sick leave on a prorated basis for portions of months that include leave without pay.

Prior State Service

An employee who transfers to WSU with no break in service transfers accrued sick leave hours if he or she transfers from:

A state of Washington agency,

A state of Washington higher education institution,

A state of Washington educational service district,

A state of Washington school district, or

The office of the Washington superintendent of public instruction.

Employment by a state of Washington educational service district and a state of Washington school district is not considered to be state service. Employees may transfer accumulated leave from the educational service district or school district. However, such employees do not receive credit for state service.

See 60.19 and WAC 357-31-110.

The University restores unused sick leave balances for any state of Washington employee listed above who is reemployed within three years of the termination of prior state employment.

Using Sick Leave

Employees must earn sick leave before it is used.

Employees may use sick leave under the following conditions:

Illness or temporary disability of the employee or the employee's immediate family.

Personal medical, dental, or optical appointment or a family member's appointment when the presence of the employee is required.

Qualified family medical leave. See above.

Leave for an employee whose spouse is a member of the military who has been notified of an impending call or order to active duty or who has been deployed. See also above.

Leave to care for a spouse, son, daughter, parent, or next of kin who is suffering from a serious illness or injury arising from injuries incurred in the line of duty in the armed forces of the U.S. See above for definition of the term "next of kin." (WAC 357-31-525)

Leave to recover from and cope with the effects of domestic violence, sexual assault, or stalking. (RCW 49.76) See also below.

Employees may use up to three days of sick leave per calendar year for absence due to suspended operations, emergency closures, or inclement weather after all other paid leave is exhausted.

The University may require medical verification or certfication of the reason for sick leave use upon the employee's return to work.

AP Employees Only

AP employees may use sick leave for condolence or bereavement.

Use of Sick Leave While on LWOP

An employee may not use sick leave while on leave without pay (LWOP).

EXCEPTION: An employee who is on LWOP may schedule sick leave each month for up to four months to maintain eligibility for University-sponsored employee benefits and/or to cover his or her portion of the insurance premiums if the employee is eligible for:

Worker's compensation from the Department of Labor and Industries (see below), as long as medically certified; or

Family medical leave (see above) for up to 12 weeks, and/or

Disability leave (see above) for up to four months, and/or

Parental leave (see above) for up to 12 weeks.

Leave for an employee whose spouse is a member of the military who has been notified of an impending call or order to active duty or who has been deployed (see above), up to 15 days;

Leave to care for a spouse, son, daughter, parent, or next of kin who is suffering from a serious illness or injury arising from injuries incurred in the line of duty in the armed forces of the U.S. (see above and WAC 357-31-525); up to 26 weeks;

Domestic violence leave (see below).

Requesting Leave/Notifying Supervisor

An employee reports inability to work due to illness or disability to her or his supervisor at the beginning of any period of sick leave and daily thereafter unless the employee and the supervisor make other arrangements.

The employee should apply for family medical leave if the need for sick leave usage:

Causes the employee to miss more than three days of work, or

Is a chronic condition that requires ongoing treatment or ongoing intermittent treatment.

For application advisory guidelines and more detailed information regarding family medical leave, select the Family and Medical Leave Act (FMLA) link in the Employees-->Leave area of the HRS website at:

http://hrs.wsu.edu/

Payment For Accrued Sick Leave

The following two options allow an employee to be paid for accrued sick leave:

Attendance incentive. See 60.41.

Payment upon retirement or death. See 55.49.

At retirement, an eligible employee may either receive benefits from the Voluntary Employee's Benefit Association Medical Expense Plan (VEBA MEP) or receive payment for accrued sick leave. The employee does not personally choose between VEBA MEP or sick leave payment. See 55.49 for more information.

NOTE: Employees who separate from WSU for any reason other than retirement or death are not eligible for payment of accrued sick leave.

TRAINING RELEASE TIME

Employees are entitled to 96 hours of training release time per year to attend training sessions. See 60.72. Applicable training sessions may include management-assigned Skillsoft online classes.

Training leave is considered time worked for purposes of computing overtime for overtime-eligible employees.

UNAUTHORIZED ABSENCE

Unauthorized absences are treated as unauthorized leave without pay. Possible ramifications of unauthorized absences are addressed in the Faculty Manual and the Administrative Professional Handbook.

To view the Faculty Manual, go to:

http://facsen.wsu.edu/faculty_manual/

To view the Administrative Professional Handbook, go to the HRS website at:

http://hrs.wsu.edu/APHandbook

VICTIMS OF DOMESTIC VIOLENCE, SEXUAL ASSAULT, OR STALKING

If an employee or an employee's family member is a victim of domestic violence, sexual assault, or stalking, the employee may take unpaid leave or use any accrued leave to recover from and cope with the effects of such violence.

Individuals considered to be family members are parent, step-parent, sister, brother, parent-in-law, spouse, grandparent, grandchild, minor/dependent child, and child. For the purpose of leave for victims of domestic violence, sexual assault, or stalking, family member also includes a person with whom the employee has a dating relationship.

For definitions of domestic violence and sexual assault, see RCW 26.50.010. For definition of stalking, see RCW 9A.46.110.

Documentation

Employees seeking to use accrued leave or unpaid leave may be required to submit the following documentation to HRS.

Verification of Domestic Violence, Sexual Assault, or Stalking

When an employee or the employee's family member is a victim of domestic violence, sexual assault, or stalking and the employee is seeking to use accrued leave or leave without pay, HRS may require verification to support the request. If verification is required, the employee provides HRS with one or more of the following:

A police report indicating that the employee or the employee's family member was a victim of domestic violence, sexual assault, or stalking;

A court order protecting or separating the employee or employee's family member from the perpetrator of the act of domestic violence, sexual assault, or stalking;

Evidence from the court or prosecuting attorney that the employee or the employee's family member appeared, or is scheduled to appear, in court in connection with an incident of domestic violence, sexual assault, or stalking;

The employee's written statement that the employee or the employee's family member is a victim of domestic violence, sexual assault, or stalking; and/or

Documentation from any of the following persons from whom the employee or employee's family member sought assistance that the employee or the employee's family member is a victim of domestic violence, sexual assault, or stalking:

An advocate for victims of domestic violence, sexual assault, or stalking;
An attorney;
A member of the clergy; or
A medical or other professional.

Verification of Familial Relationship

If the victim of domestic violence, assault, or stalking is the employee's family member, verification of the familial relationship between the employee and the victim may include but is not limited to:

A statement from the employee;

A birth certificate; a court document; or

Other similar documentation.

WORK-RELATED INJURY OR ILLNESS

In the event that a faculty or AP employee sustains a work-related injury or illness and is approved to receive workers' compensation from the Department of Labor and Industries, the employee may:

Receive workers' compensation exclusively, and go on LWOP with WSU;

Use accrued paid leave for their time off while receiving workers' compensation; or

Use a combination of LWOP and accrued leave while receiving workers' compensation.

During the first three months in which an employee is off, he or she may use any combination of leave and LWOP.

As of month four, University policy does not allow for an employee to move back and forth from a paid leave to LWOP status.

For more information regarding sick leave buy back, see the Employees-->Worker's Compensation area of the HRS website at:

http://hrs.wsu.edu/

See also SPPM 2.30.

Use of Accrued Leave While on Worker's Compensation

For information regarding the implications of using sick leave, annual leave, compensatory time, or holiday pay while on worker's compensation, see SPPM 2.30.

NOTE: An employee may use any combination of leave and LWOP during the first three months he or she is off work.

For additional information, contact HRS; telephone 335-4521; or see the Employees-->Worker's Compensation area of the HRS website at:

http://hrs.wsu.edu/

60.62_Leave_Report_for_Overtime-Exempt_Excepted_Classified_Employees.htm

Posted in:PERSONNEL

version 0 ([revision_count] revisions)

Posted on January 06,2014 by jeremy.bass

OVERVIEW

Overtime-exempt civil service and collective bargaining unit employees report leave on the Leave Report for Classified Employees. (NOTE: This form will be referred to as the Classified Leave Report for the remainder of this section.) See 60.57 for leave rules.

Overtime-Exempt Classified Employees

Overtime-Exempt Civil Service Employees

Human Resource Services (HRS) designates certain civil service positions as "overtime-exempt" in accordance with Fair Labor Standards Act.

Overtime-Exempt (Excepted) Collective Bargaining Unit Employees

Collective bargaining unit employees refer to the appropriate collective bargaining unit agreements regarding overtime eligibility.

Purpose of Form

The Classified Leave Report is used to:

Report leave (e.g., annual leave, sick leave, shared leave, etc.), compensatory time, and holidays used during the month;

Record hours of annual leave and sick leave earned during the month;

Document the accrued balance of annual leave, sick leave, shared leave, and compensatory time;

Record leave hours donated for shared leave;

Claim money payment for previously accrued compensatory time;

Claim payment for unused sick leave (see 60.41);

Report time loss which is the result of an occupational illness or disease.

Official Leave Record

Employing departments retain each employee's official leave file for the term of the employee's employment.

Official File

The employee's official leave file includes the Classified Leave Report and other records reflecting the employee's leave history, e.g., requests for leave without pay, reports of disability, requests for bereavement leave.

Dual Appointment

For employees with dual appointments, each employing department maintains a separate leave file. One of the departments is designated as the home department. The home department maintains leave accrual information.

Transfers

If an employee transfers to another WSU department, the former department prepares a Classified Leave Report for the time the employee served in the department, if any, in the month, and forwards the employee's official leave file to the new employing department.

Midmonth Old Department

Prepare a partial Classified Leave Report for the current month through the employee's last day. State in Comments, "Transferred to (name of new department) on (date of employee's first day in new department)." Do not post the leave earned or the accrual balances unless paying off accumulated compensatory time.

Route the signed Classified Leave Report and the employee's leave report file to the new department.

Midmonth New Department

Prepare a partial Classified Leave Report from the employee's first day in the department through the end of the month. State in Comments, "Transferred from (name of old department) on (date of employee's first day)." Post the leave earned and the accrual balances for the entire month.

File both signed partial Classified Leave Report forms.

Compensatory Time

The departments must resolve disposition of compensatory time. Compensatory time may be transferred, with the approval of the new department, or paid off by the old department.

Terminating WSU Employment

Attach the Payroll and Human Resource Services copies of the Classified Leave Report form to the Personnel Action Form which terminates employment. Send the employee's official leave file to Human Resource Services.

Previous State Employment

HRS requests leave information from the former state employer if a new employee has previous state of Washington service. See 60.19.

For collective bargaining unit employees, refer to the appropriate bargaining unit agreement regarding transfer of leave.

Partial Hours

Report partial hours as decimal equivalents of the hour. See 60.60 for the decimal equivalent table.

Cyclic Year Appointments

See 60.30.

Errors

If an error is discovered prior to form distribution, make a ccorrection and inform the employee of the change. The employee must sign the corrected Classified Leave Report.

If the error is discovered after form distribution:

Prepare a corrected form,

Enter an annotation of the correction in the Comments section,

Obtain employee and supervisor signatures, and

Distribute the corrected Classified Leave Report.

FORM SUPPLY

To obtain Classified Leave Report, departments may choose from the following versions:

Paper version Classified Leave Report form from University Stores; request item number 47957.

Excel version Classified Leave Report form. Complete and/or print the Excel master on 60.62.12-Win (for Windows users) or 60.62.12-Mac (for Macintosh users).

Automated template version of the form is available from Procedures, Records, and Forms; telephone 335-2005; or go to:

http://www.wsu.edu/~forms/fm.html

COMPLETING THE FORM

The following numbered instructions correspond to numbered sections on form exhibit in the PDF version of page 60.62.4. Also see the examples in the PDF version of pages 60.62.10-11. Unexplained form sections are considered self-explanatory.

Enter identifying information at the top of the form.

WSU ID Number 1

Enter the employee's WSU ID number on each Classified Leave Report.

Name 2

Enter the employee's complete name.

Month, Year 3

Enter the month and year of the recorded leave.

Title/Title Code 4

Enter the job classification title and job class code from the latest Personnel Action, online HEPPS, the current Civil Service Classification Schema, or the appropriate collective bargaining unit agreement.

% FTE 5

Enter the percent of FTE. Refer to the Personnel Action or the online HEPPS application.

Term (Months) 6

Enter the number of months per year the employee is expected to work. Refer to the Personnel Action or the online HEPPS application.

Leave Hours Taken 7

Enter leave hours taken under the appropriate days of the month. See 60.57 for civil service leave regulations. For collective bargaining unit leave rules, refer to the appropriate collective bargaining unit agreement.

NOTE: The source of funding at the time of leave accrual does not restrict when leave may be used unless the exception is noted in Remarks on the Personnel Action Form. See 60.25 for Personnel Action Form instructions.

Annual Leave 8

Record annual leave hours taken under the appropriate dates and enter the total Annual Leave hours.

Sick Leave 9

Record sick leave hours taken under the appropriate dates and enter the total Sick Leave hours.

Comp Time Off 10

Record hours of compensatory time off taken under the appropriate dates and enter the total hours of Comp Time Off.

NOTE: Overtime-exempt (excepted) employees do not accrue compensatory time. However, the employee may use compensatory time accrued while in an overtime-eligible position.

Leave Without Pay 11

Record hours of leave without pay (LWOP) taken under the appropriate dates and enter the total hours of Leave Without Pay.

Submit the Payroll and Human Resource Services copies of all Classified Leave Reports reporting LWOP to Human Resource Services. Comply with the Payroll Documents Calendar deadlines. See 55.04.

Missed Deadlines

Telephone or send an electronic mail message to Payroll Services to report information about LWOP occurring too late to meet the Payroll Documents Calendar deadline. Follow up the telephone call or e-mail message by sending the Payroll and Human Resource Services copies of the Classified Leave Report to Human Resource Services. Enter the Payroll Services contact in Comments and include the dates and hours of LWOP.

Beginning LWOP

First Half of Month

In Comments, enter, "LWOP due to (enter reason) from (first date of absence) to (date of return)." Copy the Classified Leave Report. Send two signed copies to Human Resource Services. Submit the Payroll and Human Resource Services copies of the Classified Leave Report which reflect the month's activity to Human Resource Services prior to payroll cutoff. See 55.04 for payroll document scheduling information.

Second Half of Month

In Comments, enter, "LWOP due to (enter reason) from (first date of absence) to (date of return)." Submit the Payroll and Human Resource Services copies of the Classified Leave Report which reflect the month's activity to Human Resource Services.

Leave Period Unknown

Record hours taken under the appropriate dates and the total for the pay period under total hours. Estimate a date that the leave period will be completed. In Comments, enter, "LWOP from (first date of absence) until (estimated date)." If that date arrives and the leave period must be extended, complete another Classified Leave Report using the same instructions. Do not indicate that leave is until further notice. Prepare and route the Payroll and Human Resource Services copies of a Classified Leave Report to return the employee to pay status when the employee returns.

Ending LWOP

Enter in Comments, "Returned from LWOP on (date)." Indicate whether this return date is a confirmation or a correction of the date reported when the employee went on leave without pay.

Submit the Payroll and Human Resource Services copies of the Classified Leave Report showing the actual return date to Human Resource Services.

Extended Cyclic Appointment

See 60.30 to extend appointments for cyclic year employees accepting additional work during scheduled periods of LWOP.

Record the hours worked on a Time Report. Payroll uses this form to compute the employee's pay.

Enter in Comments, "Extended Cyclic Year Appointment."

Route the Payroll and Human Resource Services copies of the Time Report to Human Resource Services.

Personal Holiday 12

Enter hours for a day taken as personal holiday on the Personal Holiday line under the appropriate date.

Holiday 13

Enter hours for holidays under the appropriate dates. See 60.76 for official University holidays.

Bereavement 14

Record leave taken under the appropriate dates and enter the total hours used for Bereavement Leave.

Enter the relationship of the deceased family member in Comments.

Training Leave 15

Record leave taken for personal or professional development. See 60.72. (NOTE: Do not record hours taken to attend academic courses.)

Civil Leave 16

Record the leave taken under the appropriate dates and enter the total hours.

Military Leave 17

Record leave taken under the appropriate dates and enter the total hours.

Provide a copy of military orders to the employing official and attach a copy to the Classified Leave Report.

Shared Leave 18

Human Resource Services maintains the Classified Leave Reports for employees during the time the employees are receiving or using shared leave. Human Resource Services (HRS) records shared leave hours taken under the appropriate dates and enters the total hours. HRS retains copies and sends the original leave reports to the employing departments. See 60.57.

Bargaining Unit 19

Enter the number of the bargaining unit and enter hours used for contractual union training time under appropriate dates.

Balances 20

Previous Balance

Enter the previous balance of annual leave, sick leave, shared leave, and compensatory time from the prior month's Classified Leave Report or from the report of previous state employment.

Subtract Hours Used

Enter the number of hours of annual leave, sick leave, or compensatory time used during the month.

Shared Leave Used

HRS enters hours of shared leave used during the month.

Subtract Donated Hours

Enter the number of hours of annual leave which have been donated to a fellow WSU employee under the shared leave program.

Add Hours Earned or Shared Leave Received

Enter hours of annual leave and sick leave earned for the month. See 60.57 for an accrual table for civil service annual leave.

Shared Leave Received

HRS enters hours of shared leave contributed by other WSU employees. See 60.57.

Part Time Accruals

A part-time employee accrues a percentage (% FTE) of full-time accrual leave hours, e.g., an employee with a 75% FTE accrues 6 hours of sick leave each month.

Current Balance

Calculate and enter the current balance. The previous balance, minus hours taken, plus hours earned or received equals the current balance which is effective the first day of the following month.

Maximum Accruals

If the employee elects to exceed the 240 hour maximum for annual leave hours, enter "Excess annual leave has been accrued voluntarily" in Comments.

If use of leave over the 240 hour maximum is deferred by a "Statement of Necessity," enter, "Use of excess annual leave has been deferred" in Comments. Refer to 60.57 regarding maximum accrual of annual leave.

See 55.49 for instructions regarding annual leave balance at separation.

Administrative Corrections

This space is used by HRS to correct the report. HRS notifies employees and departments when balances are corrected.

Comments 21

Enter anything not otherwise provided for that affects the pay of the employee. If appropriate, comments may include:

Time lost for on-the-job or work-related injury/illness, the date the injury/illness occurred and dates and hours lost as a result.

Indicate adjustments to leave balances such as a restoration of sick leave after a determination that the leave was due to a job-related injury or illness, or a loss of excess annual leave.

Separation date and a notation that the employee is separating.

Hours of compensatory time to be paid off and the specific months the compensatory time hours were earned.

Leave without pay and estimated date of return. If leave without pay was telephoned to Payroll Services, report the call including the date. Also note dates and hours reported.

Transfers between departments.

The relationship of a deceased family member.

Signatures/Approvals

The signature or approval must be applied personally by the indicated individual. Facsimile or substitute signatures, e.g., signature stamps, are not acceptable.

Certification 22

The employee certifies the report by signing and dating the form.

Supervisor's Signature 23

The employee's supervisor verifies, signs, and dates the report. If the supervisor is absent or otherwise not available, the responsible officer at the next supervisory level (i.e., the supervisor's supervisor) verifies, signs, and dates the report.

Administrative Approval 24

Required if supervisor's signature is not present.

HRS highly recommends that a representative of the department or area administrative staff review the Classified Leave Report information for accuracy. HRS notifies the appropriate vice presidents, deans and/or appointing authorities of repeated time reporting errors uncovered during audits. HRS reports serious and repeated concerns to the Internal Auditor's Office.

HRS may require an area/department to establish an administrative review for repeated and persistent errors.

ROUTING

Route the Classified Leave Report as follows:

Give the pink copy to the employee.

File the white copy in the employee's official leave file.

Route a copy to HRS when the employee takes eight hours or more of leave due to an occupational illness or injury.

If the employee activity includes any of the following, route the canary and/or goldenrod copies as indicated. Comply with the deadlines on the Payroll Documents Calendar. Make copies when the report is submitted midmonth.

See the routing chart below.

Circumstance
Human Resource Services

Payroll Services

Payment for unused sick leave

Canary

Comp time payoff
Canary

Leave without pay
Canary and goldenrod*

Payment for comp time (overtime)
Canary

Hazardous conditions pay
Canary

Any hours of time loss due to an occupational injury or disease
(See SPPM 2.24.)
Canary and goldenrod*

Cyclic year appointment

Extended cyclic appointment

Refer to 60.30 and 60.60.
(Canary and goldenrod* with Time Report)

Separation of employment

Refer to above.
(Canary and goldenrod* with Personnel Action Form)

Family medical leave
Goldenrod

*Human Resource Services approves the action and sends the canary copy to Payroll Services.

See the Excel form:
60.62.12: Leave Report for Classified Employees (Windows)
60.62.12: Leave Report for Classified Employees (Macintosh)
Complete and/or print as needed.

60.58_Shared_Leave.htm

Posted in:PERSONNEL

version 0 ([revision_count] revisions)

Posted on January 06,2014 by jeremy.bass

OVERVIEW

State law authorizes the University to permit an employee to receive shared leave under certain conditions. The statute also authorizes the University to grant an employee's request to donate leave to employees who have been approved to receive shared leave by the University. (RCW 41.04.650 through 41.04.670)

Civil Service Employees

Refer to WAC 357-31 for additional shared leave guidance with respect to civil service employees who are not members of a bargaining unit.

Collective Bargaining Unit Employees

Employees who are members of collective bargaining units refer to the applicable bargaining unit agreements regarding shared leave rules and procedures.

REQUESTING SHARED LEAVE

Eligibility

A WSU employee is eligible to request participation in the shared leave program when the employee is entitled to accrue sick leave or annual leave.

The following individuals are not eligible to receive shared leave:

Employees who do not accrue leave.

Employees approved for time loss compensation and other benefits from the Washington Department of Labor and Industries (L&I) also referred to as workers' compensation. See SPPM 2.30.

NOTE: If the workers' compensation claim is denied, the employee may apply for shared leave. If a workers' compensation claim is reopened and the employee receives benefits, the employee is not eligible for shared leave and may have to repay any shared leave used.

Criteria

When deciding whether or not to grant a request for shared leave, the University considers the applicability of criteria from RCW 41.04.665 described below:

The employee suffers from or has a relative or household member suffering from an extraordinary or severe illness, injury, impairment, or physical or mental condition which is serious, extreme, and/or life threatening. The injury, illness, impairment, or condition must prevent the employee from working for at least five days. See below.

An employee's relative is limited to the employee's spouse, state-registered domestic partner, child, grandchild, grandparent, or parent. NOTE: Child is defined as a biological child, stepchild, or adopted child. A child for whom the employee is a legal guardian also qualifies.

The employee is called to service in the uniformed services. See below.

A state of emergency is declared anywhere within the United States by the federal or any state government and the employee has the needed skills to assist in responding to the emergency or its aftermath, and

The employee volunteers his or her services to a governmental agency or a nonprofit organization engaged in humanitarian relief in the devastated area, and

The governmental agency or nonprofit organization accepts the employee's offer of volunteer services.

The employee is a victim of domestic violence, sexual assault, or stalking.

The illness, injury, impairment, condition, consequence of domestic violence, sexual assault, or stalking, or the call to military service or emergency volunteer service has caused, or is likely to cause, the employee to go on leave without pay status or terminate state employment.

The employee's absence and use of shared leave are justified.

The employee has depleted or will shortly deplete his or her:

Compensatory time, personal holiday, annual leave, and sick leave reserves, assuming the employee qualifies for shared leave under #1 above;

Personal holiday, annual leave, and paid military leave allowed under RCW 38.40.060, assuming the employee qualifies for shared leave under #2 above;

Personal holiday and annual leave, assuming the employee qualifies for shared leave under #3 or #4 above.

The employee has abided by the University's rules regarding:

Sick leave use, assuming the employee qualifies for shared leave under #1 or #4 above; or

Military leave, assuming the employee qualifies for shared leave under #2 above.

The employee has diligently pursued and been found to be ineligible for worker's compensation benefits (see RCW 51.32), assuming the employee qualifies for shared leave under #1 above. (NOTE: If a worker's compensation claim is later opened, the employee would not be eligible for shared leave and must notify HRS.)

Examples of Qualifying Conditions

Examples of an extraordinary or severe illness, injury, impairment, or physical or mental condition include:

Heart attack;

Cancer requiring surgery and/or other forms of debilitating treatment, such as chemotherapy and radiation;

Organ transplant;

Major surgery requiring extended hospitalization;

Cognitive impairments, including mental illness that cannot be controlled by prescription drugs and that renders the person incapable of productive employment;

Terminal illness or condition that renders the person incapable of productive employment;

Traumatic injuries that render the person incapable of working for an extended period of time.

Application for Shared Leave

To request approval to receive shared leave hours, an employee submits all of the following documentation to HRS:

WSU Leave Request Form / Application for FML

To obtain the form, contact HRS, or go to:

http://hrs.wsu.edu/

Medical Leave Certification for FML, Medical, or Shared Leave form or similar documentation regarding the health condition; OR
A copy of the military orders; OR
A copy of the proof of acceptance of the employee's offer to volunteer for either a governmental agency or a nonprofit organization during a declared state of emergency; OR
A copy documentation verifying that the employee is a victim of domestic violence, sexual assault, or stalking (see below).

For medical conditions, HRS requires a completed medical leave certification in a form satisfactory to HRS and any other documentation from a health care provider that demonstrates that the health condition meets the criteria for applying for shared leave.

Prior to deciding whether or not to grant the employee's request for shared leave, HRS reviews the submitted documentation and determines whether the health condition qualifies the employee to apply for shared leave or if additional documentation is needed.

To obtain the medical leave certification form, contact HRS, or go to:

http://hrs.wsu.edu/

Photocopy of the latest Time/Leave Report.

If the employee is incapacitated, an employee's representative may provide the employee's documentation.

Employees must have their Time/Leave Reports audited by HRS prior to any shared leave use in order to ensure accurate leave balances.

HRS Pullman maintains and completes the Time/Leave Report for the employee during the time he or she is receiving or using shared leave.

Maximum Shared Leave Granted

Shared leave for a medical condition is not granted for longer than a total of 90 calendar days or 522 hours (for a full-time employee) per condition or event.

NOTE: The number of hours of shared leave received per condition or event is based on the employee's FTE (Full-Time Equivalent). A full-time employee receives up to 522 hours per condition. A part-time employee receives the number of hours prorated according to the employee's FTE percentage.

An employee shall not receive more than 261 days of shared leave during his or her entire career of state employment. (RCW 41.04.665)

Relative or Household Member Condition

Shared leave to care for a relative or household member is not granted for longer than a total of 90 calendar days or 522 hours (for a full-time employee) per condition or event.

To receive shared leave, the employee must provide written documentation from a health care provider/agency which demonstrates to the satisfaction of HRS that the relative or household member requires the presence of the employee during the employee's regular work hours for the person's care.

Acceptable documentation includes notes regarding such requirements from the health care provider and/or social service agency in the family member section of the medical leave certification form.

Copies of the medical leave application and certification forms are available on the Managers→Leave & Holidays area of the HRS website at:

http://hrs.wsu.edu/

Alternatives to Shared Leave

WSU encourages and pursues other methods of reasonably accommodating the employee's needs, such as modified duty, modified hours, flextime, or special assignments in lieu of shared leave.

Long-Term Disability

Employees have the option of purchasing optional long-term disability (LTD) insurance through HRS, with waiting periods ranging from 30 to 360 calendar days. If an employee applies for shared leave and is found to be eligible, shared leave is only to be applied to cover the employee's chosen optional waiting period or up to a maximum of 90 calendar days or 522 hours for a full-time employee, whichever is shorter.

Shared leave hours may be saved for use during the FML period and during an additional month of leave in order to pay the employee health premiums. No more than eight hours of shared leave may be used for this purpose.

NOTE: The number of hours of shared leave received per condition is based on the employee's FTE (Full-Time Equivalent). A full-time employee receives up to 522 hours per condition. A part-time employee receives the number of hours prorated according to the employee's FTE percentage.

Verification of Domestic Violence, Sexual Assault, or Stalking

When an employee or an employee's family member is a victim of domestic violence, sexual assault, or stalking and the employee is seeking to use shared leave, HRS requires verification to support the request.

The employee must provide HRS with one or more of the following:

A police report indicating that the employee or the employee's family member was a victim of domestic violence, sexual assault, or stalking;

A court order protecting or separating the employee or employee's family member from the perpetrator of the act of domestic violence, sexual assault, or stalking;

Evidence from the court or prosecuting attorney that the employee or the employee's family member appeared, or is scheduled to appear, in court in connection with an incident of domestic violence, sexual assault, or stalking;

The employee's written affidavit that the employee or the employee's family member is a victim of domestic violence, sexual assault, or stalking; and/or

Documentation from any of the following persons from whom the employee or employee's family member sought assistance that the employee or the employee's family member is a victim of domestic violence, sexual assault, or stalking:

An advocate for victims of domestic violence, sexual assault, or stalking;
An attorney;
A member of the clergy; or
A medical or other professional qualified to render an opinion in this matter.

Review and Approval Process

The shared leave request is reviewed by HRS Pullman on a case-by-case basis. HRS determines whether the employee's request for shared leave is approved or denied based upon the criteria in the law and this policy.

Shared leave is not granted for longer than 90 calendar days or 522 hours (for a full-time employee) per condition, event, or occurrence.

HRS may contact the employee's supervisor, dean, or area director to determine if other alternatives can be pursued to accommodate the employee in lieu of the use of shared leave.

Redetermination or Appeal

To request a redetermination or appeal of a denied shared leave request, the employee submits a written statement to the Director, Human Resource Services Pullman, French Administration 139, mail code 1014.

A redetermination of a denied shared leave request must be submitted no later than 30 days after the date of the denial letter.

DONATING LEAVE

A WSU employee who accrues annual leave, sick leave, or personal holidays may request approval to donate leave to an approved shared leave recipient.

All donations of leave must be to a specific person in a specific University department or state agency. (See also below.)

Refer to RCW 41.04.665 and WAC 357-31-425 regarding the terms for donating annual and sick leave, and personal holidays. HRS reviews submitted donation forms to ensure that the donations are within compliance with these provisions.

Employees may not donate annual leave hours that would otherwise be lost on the next anniversary date due to exceeding maximum leave accruals. Employees may not donate annual leave, sick leave, or personal holidays that would otherwise be lost due to separation of employment.

Faculty Donors

Faculty may donate up to 40 hours of sick leave per approved recipient and a maximum of 80 hours of sick leave per calendar year.

Donation Request

The donor employee submits a completed Request to Donate Shared Leave form to HRS, along with a copy of her or his most recent Time/Leave Report. Complete and/or print the master on 60.58.11 to obtain copies of the Request to Donate Shared Leave form.

After HRS verifies that the employee is eligible to request to donate leave, HRS determines whether or not to grant the request. If HRS grants the request, the donated hours are deducted from the employee's Time/Leave Report.

HRS then notifies the employee eligible to receive shared leave of the transferred hours.

Funding Source

Donor Employees

Employees may donate leave hours within WSU regardless of the salary funding source.

When an employee supported by a sponsored project makes a leave donation, the project gains the hours the employee would have otherwise taken for leave.

Recipient Employees

An employee whose salary expenses are supported by a sponsored project must have the expenses reassigned to a nonsponsored fund in order to receive shared leave. An employee whose salary expenses are assigned to a nonsponsored project maintains the current funding source.

Prepare either a Position Action/PRR (see 58.02) or an Expense Assignment Action (see 58.03) to change an employee funding source.

Converting Hours

HRS converts the donor employee's hours to a monetary value based upon the donor's current salary.

The equivalent of the recipient employee's salary is the basis for determining the number of hours of shared leave actually received.

SHARED LEAVE TRANSFER BETWEEN STATE AGENCIES OR INSTITUTIONS

WSU transfers shared leave to and receives shared leave from other state of Washington agencies or institutions with the approval of both employers, in accordance with WAC 357-31-410 and RCW 41.04.665.

When shared leave is transferred to another state agency or institution, equivalent funding is also transferred from the approved donor's department.

Employees Supported by Sponsored Projects

Employees whose salary expenses are supported by sponsored projects are not eligible to donate leave.

An employee whose salary expenses are supported by a sponsored project may receive shared leave from employees of other state of Washington agencies or institutions. However, the employee's funding source must be changed to a nonsponsored fund in order to receive the shared leave.

Prepare either a Position Action/PRR (see 58.02) or an Expense Assignment Action (see 58.03) to change an employee funding source.

RETURNING HOURS

If the recipient employee does not use the shared leave hours, unused hours are returned to the donor employee's accrual balances. The hours are proportionately returned to the appropriate type of leave accrual, i.e., annual leave, sick leave, personal holiday. If there are multiple donors, the unused hours are returned to the donors on a prorated basis. (WAC 357-31-445 and RCW 41.04.665)

Human Resource Services sends a memorandum to the donor and the donor's department when returning unused donated hours.

USE OF SHARED LEAVE

The recipient employee uses the donated leave as if it were his or her own, and is not required to repay the value of the leave that he or she uses.

An employee using shared leave continues to receive the same treatment in respect to salary and employee benefits as the employee normally receives if using his or her own leave.

A probationary or trial service employee who uses shared leave has his or her probationary period or trial service period extended by the number of calendar days he or she is on shared leave.

Criteria

The employee must first use all accrued compensatory time, personal holiday, sick leave, and annual leave before being eligible to use any donated shared leave.

An employee called to military duty must first use her or his personal holiday, annual leave, and military leave balances before he or she is eligible to use shared leave.

An employee on emergency volunteer service must first use her or his personal holiday and accrued annual leave.

Abuse of Shared Leave

HRS Pullman investigates alleged or suspected abuse of shared leave by a recipient. If abuse is found, the appropriate employee processes are followed in accordance with the employment type, including consultation with the Faculty Status Committee, the Provost's Office, and HRS.

Employees determined to have abused the shared leave policy are subject to sanctions imposed using the due process protections of applicable University policies, handbooks, and collective bargaining agreements, including repayment of any improperly-used shared leave.

UNIFORMED SERVICE SHARED LEAVE POOL

The state of Washington created the Uniformed Service Shared Leave Pool to enable state employees who are called to service in the uniformed services to maintain levels of compensation and employee benefits consistent with the amount the employees would have received in active state service. The pool was also created to allow general government and higher education employees to voluntarily donate leave to be used by any eligible employee who has been called to service in the uniform services in accordance with RCW 41.04.685.

The Uniformed Service Shared Leave Pool is administered by the Washington Military Department in consultation with the Office of the State Human Resources Director and the Office of Financial Management. (RCW 41.04.685)

Eligibility to Receive

An employee is eligible to receive shared leave from the Uniformed Service Shared Leave Pool for an unlimited period of time if the employee's monthly military salary is less than the employee's monthly state salary, as defined in RCW 41.04.685(10)(d).

If the employee's monthly military salary is greater than the employee's monthly state salary, the employee may still receive leave through the general shared leave program for up to 90 days.

Regardless of the employee's state and military salaries, up to eight hours per month may be used from the Uniformed Service Shared Leave Pool for the purpose of continuing the employee's medical benefits.

Donating Leave

An employee who is eligible to donate leave under RCW 41.04.665 may donate leave to the Uniformed Service Shared Leave Pool in accordance with RCW 41.04.685.

Contact Human Resource Service regarding leave donations to the Uniformed Service Shared Leave Pool.

Donating Leave to a Specific Employee

Employees may not direct leave donated to the Uniformed Service Shared Leave Pool to a specific individual.

Employees may donate leave to specific employees through the general shared leave program. See above.

Use of Pool Leave

An employee who has been called to service in the uniformed services and is eligible for shared leave under RCW 41.04.665 may request shared leave from the Uniformed Service Shared Leave Pool.

Employees must withdraw leave donated to the Uniformed Service Shared Leave Pool in accordance with procedures established by the Washington Military Department. For more information regarding these procedures, see the Military Department's Uniformed Service Shared Leave Pool (USSLP) website at:

http://mil.wa.gov/usslp.shtml

Contact Human Resource Services to request shared leave from the pool; telephone 335-4521.

Abuse of the Pool

HRS investigates any alleged abuse of the Uniformed Service Shared Leave Pool. If HRS finds wrongdoing, the employee may be required to repay all of the shared leave received from the pool.

See PDF form:
60.58.11: Request to Donate Shared Leave
Complete and/or print as needed.

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60.60_Time_Report.htm

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OVERVIEW

The Time Report records attendance, leave, and overtime for overtime-eligible civil service employees, collective bargaining unit employees, and administrative professional (AP) staff.

See the following for leave rules:

60.57 and WAC 357-31 for leave rules for civil service employees.

60.56 and the Administrative Professional Handbook for detailed leave regulations for APs.

Appropriate collective bargaining agreements regarding leave rules for collective bargaining unit employees.

A collective bargaining unit employee must refer to appropriate collective bargaining agreement regarding overtime.

Overtime Exempt

Administrative professional (AP) staff who are not eligible to earn overtime and all faculty report leave hours on the Leave Report. See 60.63. Civil service and collective bargaining unit employees who are overtime exempt complete a Leave Report for Classified Employees. See 60.62.

Completed Monthly

Overtime-eligible employees submit completed and signed Time Reports to employing departments at the end of each month.

Other Uses

The Time Report can serve as a pay document. See below and below.

The Time Report can be used to increase pay when overtime is recorded, decrease pay when leave balances are insufficient, discontinue pay when no balances exist, or report lost time which is the result of an on-the-job injury or illness. See below and below.

Overtime-eligible employees use the Time Report to initiate claims for payment of unused sick leave. See 60.41.

Form Versions

To obtain Time Reports, departments may choose from the following three versions:

Paper version Time Report form from University Stores. Request inventory number 3311.

Excel version Time Report form. Complete and/or print the Excel master on 60.60.33-Win (for Windows users) or 60.60.33-Mac (for Macintosh users).

Automated template Time Report form. Contact Procedures, Records, and Forms for information about automated form templates or go to the following web page:

http://www.wsu.edu/~forms/fm.html

Alternate Time Record

An alternate time record may be substituted for the Time Report if HRS approves the alternate time record prior to department use.

HRS maintains a record of all units requesting and using alternate time records. HRS also maintains a copy of the alternate time record used by each requesting unit.

File Retention

Overtime-Eligible Employees

Employing departments retain each employee's official Time Report file for the term of employment for overtime-eligible administrative professional, civil service, and collective bargaining unit employees.

Send the file of original Time Reports to Human Resource Services for audit when employment is terminated.

Send the complete file to the new WSU department when an employee transfers employment.

Dual Appointment

Each employing department maintains a separate Time Report file for an overtime-eligible employee who has dual appointments. One of the departments is selected as the home department and that department maintains the official Time Report.

Transfers

If an employee transfers to another WSU department, the former department prepares a Time Report for the time the employee served in the department in that month, and forwards the official file to the new employing department.

Mid-month Transfers

For mid-month transfers, see the examples in the PDF version of pages 60.60.16-17.

Old Department

Prepare a partial Time Report for the current month through the employee’s last day. State in Comments, "Transferred to (name of new department) on (date of employee's first day in new department)." Do not post the leave earned or the current balances unless paying off accumulated compensatory time.

Route the signed Time Report and the employee's Time Report file to the new department.

New Department

Prepare a partial Time Report from the employee's first day in the department through the end of the month. State in Comments, "Transferred from (name of old department) on (date of employee's first day)." Post the leave earned and the current balances for the entire month.

File both signed partial Time Report forms.

Compensatory Time

The departments must resolve disposition of compensatory time. Compensatory time may be transferred with the approval of the new department or paid by the old department.

A collective bargaining unit employee must refer to the appropriate agreement regarding transfer of compensatory time.

Previous State Employment

If a new civil service or administrative professional employee has been previously employed by another state of Washington agency, Human Resource Services (HRS) requests leave information from the former state employer. Refer to 60.19 regarding transfer of benefits.

Collective bargaining unit employees refer to the appropriate agreements regarding transfer of benefits.

Separation of Employment

Upon separation of employment, the department sends the overtime-eligible employee's complete Time Report file to Human Resource Services. See 55.49.

Partial Hours

Report partial hours as decimal equivalents not fractions. See below for the conversion chart.

Cyclic-Year Appointments

During work periods, cyclic-year civil service employees report attendance and leave in the same manner as other civil service employees. See 60.30 for more information about cyclic appointments.

A collective bargaining unit employee refers to the appropriate agreement regarding cyclic-year appointments.

The employee's work cycle includes periods of leave without pay (LWOP) which are specified in an annual cyclic-year letter. See 60.30.

If the cyclic year employee is in pay status for the entire workshift on the last scheduled day preceding a holiday, submit the Payroll copy of the Time Report to Payroll Services to pay the employee for the holiday.

If a cyclic year employee works during scheduled LWOP periods, the Time Report becomes the pay document for the employee. Submit the Payroll and Human Resource Services copies of the Time Report to HRS based upon Payroll Documents Calendar deadlines.

Example in the PDF version of 60.60.24 illustrates cyclic year employees' Time Reports for working during LWOP periods.

Part-Time

Part-time includes any configuration of hours worked to correspond to a percent of less than full-time employment. Report hours worked in the same way as full-time employment. See the PDF version of pages 60.60.27 and 60.60.28.

Errors

If an error is discovered prior to any distribution, make a correction and inform the employee of the change. The employee must sign the corrected Time Report.

If the error is discovered after distribution:

Prepare a corrected form,

Enter an annotation of the correction in the Comments section,

Obtain employee and supervisor signatures, and

Distribute the corrected Time Report.

PARTIAL HOURS

Report all partial hours as decimals. Use the following table. The first number in each column refers to minutes, the second is the decimal equivalent.

01 - .02 13 - .22 25 - .42 37 - .62 49 - .82

02 - .03 14 - .23 26 - .43 38 - .63 50 - .83

03 - .05 15 - .25 27 - .45 39 - .65 51 - .85

04 - .07 16 - .27 28 - .47 40 - .67 52 - .87

05 - .08 17 - .28 29 - .48 41 - .68 53 - .88

06 - .10 18 - .30 30 - .50 42 - .70 54 - .90

07 - .12 19 - .32 31 - .52 43 - .72 55 - .92

08 - .13 20 - .33 32 - .53 44 - .73 56 - .93

09 - .15 21 - .35 33 - .55 45 - .75 57 - .95

10 - .17 22 - .37 34 - .57 46 - .77 58 - .97

11 - .18 23 - .38 35 - .58 47 - .78 59 - .98

12 - .20 24 - .40 36 - .60 48 - .80 60 - 1.00

FORM COMPLETION

The following pages include instructions for completing the Time Report. Form sections not described are considered self-explanatory.

WSU ID Number

Enter the employee's WSU ID number on the Time Report.

Name

Enter the employee's complete name from the Personnel Action Form. Do not use nicknames.

Month / Year

Enter the month and year of the recorded time and leave.

Title

Enter the classification title from the Personnel Action or the Classification Schema.

Term (Basis of Service)

Enter the number of months per year the employee is expected to work. Refer to the Personnel Action.

% FTE

Enter the percent of the employee's full-time equivalent (FTE). Refer to the Personnel Action.

Employee Type

Check the appropriate box describing the employee's employment type and/or work period designation or appointment period.

Hours Worked

Report the number of hours worked each day. Enter Total Hours for each Time Base Code and/or Account Code in the column at the left.

Time Base Code

RP is printed on the form and stands for regular pay. Most hours appear on the first line under the time base code of RP.

Enter one of the following two-digit codes to report special pay circumstances.

OP (Overtime Pay)

Overtime earned and paid at the straight time rate.

PC (Premium Comp Time)

Overtime earned at the time and one-half rate and taken as compensatory time off. See 60.59 and WAC 357-28-275. Refer to the appropriate collective bargaining agreement regarding compensatory time, as applicable.

PP (Premium Pay)

Overtime earned and paid at the time and one-half rate. See 60.59 and WAC 357-28-260. Refer to the appropriate collective bargaining agreement regarding overtime, as applicable.

SB (Standby Pay)

The current rate is 7% of the base hourly rate. An overtime-eligible employee who is required to restrict off-duty activities to be immediately available for duty must be compensated for time spent in standby status. (WAC 357-28-205, WAC 357-28-220) Refer to the appropriate collective bargaining agreement regarding standby pay, as applicable.

HC (Hazardous Conditions)

Civil service employees receive hazardous conditions pay in some work situations. See 60.28. Collective bargaining unit employees must refer to the appropriate collective bargaining agreement regarding hazardous conditions pay.

CB (Call Back)

Civil service employees are to refer to WAC 357-28-185 regarding call back pay. Collective bargaining unit employees must refer to the appropriate bargaining agreements regarding call back pay.

TU (Temporary Upgrade)

Civil service employees are to refer to WAC 357-19-435 regarding temporary upgrades. Collective bargaining unit employees must refer to the appropriate bargaining agreements regarding temporary upgrades.

Used by Facilities Operations only.

Account Code

Direct Payroll Services to charge extra pay to an account by entering the account code. This may or may not be the same account from which regular hours are paid. If no account code is entered, Payroll charges the employee’s regular-pay account.

Leave Hours Taken

Record leave hours for each day leave is taken. Add Total Hours taken for each type of leave in the column at the left.

See 60.57 and WAC 357-31 for leave rules for civil service employees. See 60.56 and the Administrative Professional Handbook for detailed leave regulations for APs. Refer to the appropriate collective bargaining agreement regarding leave rules for collective bargaining unit employees.

Annual Leave

Record Annual Leave hours taken under the appropriate date(s).

Sick Leave

Record sick leave hours taken under the appropriate date(s).

Comp Time Off

Record hours of compensatory time off taken under the appropriate date(s) and add across for the total hours.

See 60.59 and the Administrative Professional Handbook for more information about compensatory time.

Leave Without Pay

Submit the Payroll and Human Resource Services copies of any Time Report which reports leave without pay (LWOP) to Human Resource Services. Comply with the Payroll Documents Calendar deadlines. See 55.04.

Overtime-eligible administrative professional (AP) employees request and report LWOP as described in 60.56 and the Administrative Professional Handbook. NOTE: Reporting LWOP by overtime-eligible APs causes the monthly accrual of annual leave and sick leave to be reduced on a prorated basis.

Civil service employees request permission to use LWOP in accordance with WAC 357-31-330 and leave regulations in 60.57. Collective bargaining unit employees must refer to the appropriate agreement regarding leave without pay.

See example in the PDF version of page 60.60.21.

Enter the work schedule for compressed workweek employees in Comments when reporting LWOP.

NOTE: LWOP causes a reduction in the employee's gross earnings. Review the Payroll Expenditure Audit Report for any LWOP which has been submitted. See 55.22.

Beginning LWOP

First Half of the Month

In Comments, enter, "LWOP from (first date of absence) to (date of return)." Copy the Time Report. Send two signed copies to Human Resource Services. Comply with the Payroll Documents Calendar mid-month payroll deadlines. Submit the Payroll and Human Resource Services copies of the Time Report which reflect the month's activity to Human Resource Services at the end of the month. Comply with the Payroll Documents Calendar month-end deadlines.

Second Half of the Month

In Comments, enter, "LWOP from (first date of absence) to (date of return)." Submit the Payroll and Human Resource Services copies of the Time Report which reflect the month's activity to Human Resource Services. Use month-end deadlines found in the Payroll Documents Calendar.

Missed Deadlines

Telephone or send an electronic mail message to Payroll Services to report information about LWOP occurring too late to meet the Payroll Documents Calendar deadline. Follow up the telephone call or electronic mail message by sending the Payroll and Human Resource Services copies of the Time Report to Human Resource Services. Note the Payroll contact in the Comments section including the dates and hours of LWOP.

Leave Period Unknown

Record hours taken under the appropriate date(s) and the total for the pay period under Total Hours. Estimate a date that the leave period will be completed. In Comments, enter, "LWOP from (first date of absence) until (estimated date)." If that date arrives and the leave period must be extended, complete another Time Report using the same instructions. Do not indicate that leave is until further notice. Prepare and route the Payroll and Human Resource Services copies of a Time Report to HRS to return the employee to pay status when the employee returns.

Ending LWOP

Enter in Comments, "Returned from LWOP on (date)." Indicate whether this return date is a confirmation or a correction of the date reported when the employee went on leave without pay.

Submit the Payroll and Human Resource Services copies of the Time Report showing the actual return date to Human Resource Services. Comply with deadlines on the Payroll Documents Calendar.

Extended Appointment

See 60.30 to extend appointments for cyclic year civil service employees accepting additional work during scheduled periods of LWOP.

Record the hours worked on a Time Report. Payroll uses this Time Report to compute the employee's pay.

Enter in Comments, "Extended Cyclic Year Appointment."

Route the Payroll and Human Resource Services copies of Time Report to Human Resource Services using the deadlines on the Payroll Documents Calendar for Remaining Documents.

Personal Holiday

Report the day taken under the appropriate date. See also 60.56 and 60.57.

Holiday

See 60.76 for the schedule of University holidays.

Reporting Holiday Not Worked

Civil Service Employees (Working More Than 8-Hour Day)

If the University holiday falls on a regularly scheduled work day, record the scheduled work hours under the appropriate date as Holiday and any annual leave, compensatory time, or LWOP hours needed to account for the work day schedule. For example, the employee works four ten-hour days per week and the holiday falls on a regularly scheduled work day. Record eight hours as holiday pay and two hours as annual leave, compensatory time, or LWOP to equal the scheduled ten-hour work day.

If the University holiday falls on a regularly scheduled day off, refer to WAC 357-31-030. Specify "Regularly scheduled day off was on a WSU holiday" in Comments. When the employee is authorized to take holiday hours on an alternate date, record the hours taken under the date as Holiday. Specify which holiday was used in Comments.

Civil Service Employees (Working 8-Hour Day)

If the University holiday falls on a regularly scheduled work day, record the scheduled work hours under the appropriate date as Holiday.

If the University holiday falls on a regularly scheduled day off, refer to WAC 357-31-030. Specify "Regularly scheduled day off was on a WSU holiday" in Comments. When the employee is authorized to take holiday hours on an alternate date, record the hours taken under the date as Holiday. Specify which holiday was used in Comments.

Collective Bargaining Unit Employees

Refer to the appropriate collective bargaining unit agreement regarding holiday pay.

Reporting Holiday Worked

All Civil Service Employees

Civil service employees receive holiday pay for regularly scheduled work hours plus time and one-half for the hours worked. (WAC 357-28-200)

Report PP (premium pay) or PC (premium compensatory time) under Time Base Code, add hours worked under the appropriate date(s). Also report the regularly scheduled work hours as Holiday and enter the monthly total. For PC, report time and one-half hours worked as Comp Time Earned. See 60.59.

Direct questions regarding authorized holiday hours to Human Resource Services.

Civil Service Employees (Working More Than 8-Hour Day)

See the PDF version of page 60.60.25 for an example of how a civil service employee who works more than eight hours in a day must record working on a holiday.

Civil Service Employees (Working 8-Hour Day)

See 60.59 for instructions on reporting holiday hours worked. Also see the example in the PDF version of 60.60.19.

Collective Bargaining Unit Employees

Refer to the appropriate collective bargaining unit agreement regarding holiday pay.

Bereavement Leave (Civil Service and Collective Bargaining Unit Employees)

Record bereavement leave taken by civil service employees under the appropriate dates. Refer to 60.57 for civil service bereavement policies. Refer to the appropriate collective bargaining agreement regarding bereavement leave, as applicable.

Enter the relationship of the deceased family or household member in Comments.

Emergency Leave (APs)

Record emergency leave taken by administrative professional (AP) employees under the appropriate dates. See 60.56 and the Administrative Professional Handbook.

The administrative professional employee notes "Emergency Leave for (describe purpose)" in Comments.

Enter the relationship of the family or household member in Comments.

Civil Leave

Record the civil leave, including jury duty, taken under the appropriate date(s).

Refer to 60.56, 60.57, the Administrative Professional Handbook, and appropriate collective bargaining agreements regarding civil leave (including jury duty), as applicable.

Shared Leave

While an employee is receiving shared leave, Human Resource Services prepares the Time Report. HRS records the shared leave hours taken under the appropriate date(s). HRS routes a copy of the Time Report to the department at the end of the month. See 60.58.

Training Leave

Enter "training leave" in one of the blank fields. Record leave taken under the appropriate date(s). NOTE: Training leave is considered time worked for the purpose of computing overtime.

Record leave taken for personal and professional development. See 60.56, 60.57, 60.72, the Administrative Professional Handbook, and appropriate collective bargaining unit agreements, as applicable. (NOTE: Do not record time taken for attendance of academic courses as Training Leave.)

Military Training and Leave

Enter "military training" or "military leave" in one of the blank fields. Record leave taken under the appropriate date(s).

Provide a copy of military training orders to the employing official and forward a copy to HRS. See 60.56, 60.57, the Administrative Professional Handbook, and appropriate collective bargaining unit agreements, as applicable.

Bargaining Unit

For employees covered by a collective bargaining unit agreement, enter "bargaining unit" and the number of the bargaining unit and enter hours used for the purpose of contractual union training time under the appropriate date(s).

Total Hours

Add hours in each daily column and enter the number on this line. Add the numbers across and down for the total hours in the reporting period.

Comp Time Earned

Enter the hours earned on each date. If the employee worked at the premium overtime (PC) rate, this figure is the adjusted hours earned. See examples in the PDF version of pages 60.60.18-19, 60.60.22, 60.60.25, and 60.60.28-30.

Indicate total hours of compensatory time earned for the month.

To authorize payment for compensatory time earned in a previous period, indicate the number of hours to be paid and the months the hours were worked in Comments. Payroll pays the employee in a subsequent pay period. The same procedure is required for compensatory time payoff at the end of a biennium.

Balances

Previous Balance

Review and enter the previous balance of annual leave, sick leave, shared leave, and compensatory time from the prior month's Time Report or from the report of previous state employment.

Subtract Hours Used

Enter the number of hours of annual leave, sick leave, or compensatory time used during the month.

Subtract Donated Hours

Enter the number of hours of annual leave or sick leave which have been donated by the employee under the shared leave program.

Add Hours Earned or Received

Enter hours of annual leave, sick leave, and compensatory time earned for the month.

While an employee is receiving shared leave, Human Resource Services enters hours of shared leave contributed from other WSU employees.

Current Balance

Calculate and enter the current balance. The previous balance, minus hours taken, plus hours earned equals the current balance which is effective the first day of the following month.

Annual Leave

APs

Administrative professional employees may not exceed the maximum accrual of 352 hours (44 days) of annual leave.

Civil Service Employees

If a civil service employee elects to exceed the 240 hour maximum, enter "Excess annual leave has been accrued voluntarily" in Comments. If use of leave over the 240 hour maximum is deferred by a "Statement of Necessity," enter "Use of excess annual leave has been deferred" in Comments.

See 60.57 regarding excess accumulation of annual leave.

Collective Bargaining Unit Employees

For collective bargaining unit employees, refer to the appropriate bargaining unit agreement regarding accrual of annual leave.

Separation

See 55.49 for instructions regarding annual leave upon separation.

Compensatory Time

The maximum amount of accrued compensatory time for civil service employees is 240 hours. Any overtime worked beyond the maximum accrued amount must be paid in cash until the compensatory time balance drops below 240 hours.

For collective bargaining unit employees, refer to the appropriate collective bargaining unit agreement regarding compensatory time.

Administrative Corrections

This space is used by HRS to modify the report based upon an audit of the hours. Employees and departments are notified of these corrections.

Comments

Enter anything not otherwise included which affects the pay of the employee. If appropriate, Comments may include:

Time lost for on-the-job or work-related injury/illness, the date the injury/illness occurred and date(s) and hours lost as a result. See the PDF version of 60.60.21.

Adjustments to leave balances such as a restoration of sick leave after a determination that the leave was due to a job-related injury or illness, or a loss of excess annual leave.

Separation date and the fact that it is a separation.

Hours of compensatory time to be paid off prior to the end of the fiscal year and the specific month(s) the compensatory time hours were earned.

Leave without pay and estimated date of return.

Transfers between departments.

Transfers from/to employee types.

Relationship of a deceased family member.

Temporary schedule changes. See 60.33.

Designation of leave as approved family medical leave (FML).

Signatures/Approvals

The signature or approval must be applied personally by the indicated individual. Facsimile or substitute signatures, e.g., signature stamps, are not acceptable.

Certification

The employee certifies the report by signing and dating the form. The employee is responsible for the accuracy of the information he or she reports on the Time Report.

Supervisor's Signature

The employee's supervisor verifies, signs, and dates the report. Employing departments are responsible for the accuracy of information reported on the Time Report.

Administrative Approval

Required if supervisor's signature is not present.

HRS highly recommends that a representative of the department or area administrative staff review the Time Report information for accuracy. HRS notifies the appropriate vice presidents, deans and/or appointing authorities of repeated time reporting errors uncovered during audits. HRS reports serious and repeated concerns to the Internal Auditor's Office.

HRS may require an area/department to establish an administrative review for repeated and persistent errors.

ROUTING INSTRUCTIONS

Employee

Employee receives the pink copy.

Department

The department files the white original in the employee's official leave file.

Special Routing

If the employee activity includes any of the following circumstances, route the canary and/or the HRS copies of the Time Report as indicated on the chart below. Comply with the deadlines on the Payroll Documents Calendar. See 55.04.

Make copies when the report is submitted midmonth. If the chart below indicates that a copy goes to Human Resource Services, Human Resource Services approves action and sends the canary copy to Payroll Services.

TIME REPORT ROUTING CHART

Circumstance
Human Resource
Services
1014

Payroll
Services*
1024

Payment for overtime (civil service and collective bargaining unit employees)
Canary

Payment for overtime (APs)
Canary and HRS copy

Call back pay

Canary

Comp time payoff (civil service and collective bargaining unit employees)
(Specify the month time was earned in Comments.)
Canary

Comp time payoff (APs)
(Specify the month time was earned in Comments.)
Canary and HRS copy

Any hours of time loss due to an occupational injury or disease
(See SPPM 2.24.)
Canary and HRS copy

Payment for unused sick leave (civil service and collective bargaining unit employees)

Canary

Payment for unused sick leave (APs)
Canary and HRS copy

Leave without pay
Canary and HRS copy

Hazardous conditions pay
Canary

Standby pay
Canary

Extended cyclic appointment
Canary and HRS copy

Family medical leave-paid leave
HRS copy

Family medical leave-LWOP
Canary and HRS copy

Temporary upgrade
Canary

Separation of employment

Refer to note below. **

* HRS COPY: The goldenrod copy for all overtime-eligible employees.

** ALL OVERTIME-ELIGIBLE EMPLOYEES: Send the Employee's Official Leave File to Human Resource Services for audit when the employee separates from WSU employment. Include the letter of resignation if a letter is applicable. Human Resource Services audits these records to verify the hours the employee will be paid on the final paycheck and to establish the hours of sick leave.

Departments send the Employee's Official Leave File to the employee's new department for an overtime-eligible employee who transfers to another overtime-eligible position within WSU.

FORM EXAMPLES

Example		Page
Change of Employing Department
	Old Department	60.60.16
	New Department	60.60.17
Overtime-Eligible Civil Service or Collective Bargaining Unit Employee
	Overtime, Annual Leave, Sick Leave, and Holidays	60.60.18
	Holiday Worked	60.60.19
	Not on Full-Time Status Day Before Holiday and Leave Without Pay (LWOP)	60.60.20
	On-the-job Injury/Illness and LWOP	60.60.21
	Reporting Overtime	60.60.22
	Overtime, Annual Leave, Holiday	60.60.23
Cyclic-Year Employee
	Working During Scheduled LWOP	60.60.24
Civil Service Employee--Workweek Other than 5 Uniform and Consecutive 8-Hour Days
	Holiday, Overtime, Compensatory Time	60.60.25
	Overtime	60.60.26
Part-time Civil Service or Collective Bargaining Unit Employee
	Holiday and Personal Holiday	60.60.27
	Overtime, Compensatory Time	60.60.28
Overtime-Eligible Administrative Professional (AP) Employee
	Holiday, Overtime, Compensatory Time	60.60.29
Part-time Administrative Professional (AP) Employee
	Holiday, Overtime, Compensatory Time	60.60.30
Shared Leave
	Donation of Hours to Another Employee	60.60.31
	Receipt of Shared Leave Hours	60.60.32

See the Excel form:
60.60.33: Time Report (Windows)
60.60.33: Time Report (Macintosh)
Complete and/or print as needed.

60.57_Civil_Service_Employee_Leave.htm

Posted in:PERSONNEL

version 0 ([revision_count] revisions)

Posted on January 06,2014 by jeremy.bass

OVERVIEW

Leave rules address voluntary leave usage, leave needed for illness and care of family, as well as mandatory leave for reasons such as jury duty.

The civil service employee leave regulations included in this section are primarily based upon Washington Administrative Code (WAC) 357-31. Unless otherwise noted, definitions used throughout this section are in accordance with WAC 357-01.

Collective Bargaining Unit Employees

Employees covered by collective bargaining unit agreements refer to the applicable agreements for information regarding leave.

Types of Leave

Types of leave described in this section include:

Annual leave (see below)

Bereavement leave (see below)

Civil Leave (see below)

Civil service employee leave with pay (see below)

Compensatory time (see below)

Disability leave, including disability leave due to pregnancy and/or childbirth (see below)

Family care emergency (see below)

Family medical leave (see below)

Holiday (see below)

Leave due to inclement weather (see below)

Leave due to suspended operations or emergency closures (see below)

Leave for life-giving procedures (see below)

Leave for spouse of member of the military (see below)

Leave for voting (see below)

Leave without pay (see below)

Military leave (see below)

Parental leave (see below)

Personal holiday (see below)

Sick leave (see below)

Training release time (see below)

Unauthorized absence (see below)

Victims of domestic violence, sexual assault, or stalking (see below)

Work-related injury or illness (see below)

Shared Leave

For information regarding shared leave, see 60.58.

Departmental Guidelines

In addition to the rules specified in the Business Policies and Procedures Manual (BPPM), WAC 357-31, and any applicable collective bargaining unit agreements, departments must develop internal processes for requesting and approving all leave. (WAC 357-31-100)

Assistance

Supervisors and employees may contact Human Resource Services (HRS) regarding leave issues and for interpretations of these regulations; e-mail hrs@wsu.edu, or telephone the campus HRS office at:

Pullman: 509-335-4521

Spokane: 509-358-7554

Tri-Cities 509-372-7302

Vancouver: 360-546-9587

Reporting Leave

Overtime-eligible civil service and collective bargaining unit employees report leave use on the Time Report; see 60.60.

Overtime-exempt civil service or excepted collective bargaining unit employees report leave use on the Leave Report for Classified Employees; see 60.62.

ANNUAL LEAVE

Earning Annual Leave

Full- and part-time civil service employees are eligible to accrue and use annual leave. A full-time civil service employee is scheduled to work 40 hours in a work week. A part-time civil service employee is scheduled to work any configuration of hours less than 40 hours, but is required to work 20 or more hours in a work week.

Annual leave is credited each month upon completion of the month. (WAC 357-31-165)

Accrual Rates

A civil service employee progressively accrues annual leave throughout his or her years of state employment. (WAC 357-31-165)

Full-Time Accrual Rate

View the accrual rates for full-time employees below:

Year
Accrual Per Year

Accrual Per Month

1 (of continuous state employment)
12 days

8.00 hrs.

2 (of continuous state employment)
13 days

8.67 hrs.

3-4 (of continuous state employment)
14 days

9.33 hrs.

5-7 (of total state employment)
15 days

10.00 hrs.

8-10 (of total state employment)
16 days

10.67 hrs.

11 (of total state employment)
17 days

11.33 hrs.

12 (of total state employment)
18 days

12.00 hrs.

13 (of total state employment)
19 days

12.67 hrs.

14 (of total state employment)
20 days

13.33 hrs.

15 (of total state employment)
21 days

14.00 hrs.

16 and longer (of total state employment)
22 days

14.67 hrs.

For years one through four, the accrual rate is based upon continuous state employment. (WAC 357-31-165)

For years five and after, the accrual rate is based upon total state employment. (WAC 357-31-165) See 60.19 for transferring service credit from other state agencies.

Part-Time Accrual Rate

The accrual rate for a part-time classified staff employee is based upon the percent of employment. (WAC 357-31-170(2)) NOTE: Percent of employment is also expressed as FTE (Full-Time Equivalent). Example: During the first year of employment, an employee who has an appointment of 75 percent FTE earns 75 percent of 8 hours, which equals 6 hours of annual leave per month. In the second year of employment, the employee earns 75 percent of 8.67 hours, which equals 6.5 hours of annual leave per month.

Change in FTE

If the FTE for a position changes or if an employee moves to a position with a different FTE, the annual leave accrual for the employee is based on the FTE of the employee's permanent appointment on the last day of the month.

LWOP Rule

If an employee is on LWOP for more than ten full working days in a calendar month, he or she does not earn annual leave or service credit for the month. (WAC 357-31-175, WAC 357-31-180(2))

Exceptions

Employees on LWOP for the following reasons earn monthly service credits:

Military leave (WAC 357-31-180);

Worker's compensation (WAC 357-31-345);

Periods of scheduled leave for cyclic employees. See 60.30 and WAC 357-31-180.

New Employees

A new or reappointed employee appointed between the first through the fifteenth of the month accrues annual leave at the appropriate rate based upon percent of employment. If the employee is appointed or reappointed on or after the sixteenth of the month, the employee receives no accruals for that month.

Terminating Employees

An employee who separates from WSU service effective the first through the fifteenth earns no accruals for the month of separation. An employee who separates effective the sixteenth through the end of the month accrues annual leave.

Maximum Accrual

The maximum annual leave accrual as of the employee's anniversary date is 240 hours or 30 eight-hour working days. (WAC 357-31-210)

The civil service regulations (WAC 357-31-215) allow exceptions to the maximum accrual of 240 hours for voluntary excess accrual and denials of requests for annual leave.

Voluntary Excess Accrual

An employee may accrue more than 240 hours between anniversary dates. For detailed information regarding this exception, see WAC 357-31-215(2).

Anniversary Date

Anniversary date is defined as the employee's date of hire for the most recent period of unbroken service at WSU. (WAC 357-01-022) This date is shown as the Continuous Hire Date on the HEPPS or DEPPS Employee Screen.

Reporting Voluntary Excess Annual Leave

Indicate in the Comments space on either the Time Report (see 60.60) or the Classified Leave Report (see 60.62) that the annual leave hours were voluntarily accrued.

Prior State Service

An employee who transfers to WSU with no break in service transfers accrued annual leave hours if he or she transfers from:

A state of Washington agency,

A state of Washington higher education institution,

A state of Washington educational service district,

A state of Washington school district or

The office of the Washington superintendent of public instruction.

(WAC 357-31-110)

Employment by a state of Washington educational service district and a state of Washington school district is not considered to be state service. Employees may transfer accumulated leave from the educational service district or school district. However, such employees do not receive credit for state service.

See 60.19 for more information and instructions.

Using Annual Leave

Annual leave must be earned before it may be used. (WAC 357-31-195)

An employee must complete six months of continuous state service before he or she can use annual leave. (WAC 357-31-190)

Supervisor's Approval

The employee must obtain the supervisor's approval before using annual leave.

A supervisor considers the employee's needs as well as the department's operational schedule and requirements when approving annual leave requests. (WAC 357-31-205)

The supervisor must allow the employee to use annual leave for the reasons specified below, in accordance with WAC 357-31-200:

An employee's serious health condition.

To care for a spouse, parent, parent-in-law, or grandparent of the employee who has a serious health condition or an emergency health condition.

To care for a minor/dependent child with a health condition that requires treatment or supervision.

For parental leave as provided in WAC 357-31-460. See also below.

The supervisor must also allow the employee to use annual leave for the reasons specified below:

To report for active duty or to take part in active training duty in the armed forces of the U.S. See also below.

Leave for an employee whose spouse is a member of the military who has been notified of an impending call or order to active duty or who has been deployed. See also below.

To care for a spouse, son, daughter, parent, or next of kin who is suffering from a serious illness or injury arising from injuries incurred in the line of duty in the armed forces of the U.S. See below for definition of the term "next of kin." (WAC 357-31-525)

To recover from and cope with the effects of domestic violence, sexual assault, or stalking. (RCW 49.76) See also below.

Denial of Request for Leave Causing Excess Accrual Balance

When a supervisor must deny an employee's request to use annual leave, which then results in a leave accrual balance above 240 hours as of the employee's anniversary date, the supervisor must:

Grant an extension as defined in WAC 357-31-215, and

Submit a Statement of Necessity to HRS, in accordance with the instructions in WAC 357-31-220. NOTE: The supervisor must submit the Statement of Necessity to HRS before the employee's annual leave balance exceeds 240 hours.

If HRS approves the extension request, HRS notifies the employee and the supervisor of the date by which the employee must use the excess leave hours. HRS files the approved request in the employee's personnel folder. Deferred leave hours are lost if the hours are not used before the date specified.

LWOP

Annual leave may not be used while on leave without pay. EXCEPTION: An employee who is on LWOP for one of the following reasons may schedule paid leave each month to maintain eligibility for WSU-sponsored employee benefits (see below), in accordance with WAC 357-31-555, WAC 182-12-133, WAC 357-31-235, and RCW 49.76:

Family medical leave (below), up to 12 weeks;

Disability leave (below), up to four months;

Disability leave due to pregnancy or childbirth (below), as long as medically certified;

Parental leave (below), up to six months;

Worker's compensation (see below), as long as medically certified;

Military leave service in the uniformed services of the United States or the state of Washington (see below), as long as required to serve;

Leave for an employee whose spouse is a member of the military who has been notified of an impending call or order to active duty or who has been deployed (see below), up to 15 days;

Leave to care for a spouse, son, daughter, parent, or next of kin who is suffering from a serious illness or injury arising from injuries incurred in the line of duty in the armed forces of the U.S. (WAC 357-31-525); up to 26 weeks;

Domestic violence leave (see below).

NOTE: Due to the multiple types of leave available for the above purposes, consult with HRS regarding appropriate use of such leave.

Annual Leave Payoff

Upon termination of employment, WSU pays employees who have completed at least six continuous months of service for all unused accrued annual leave hours. See 55.49 and WAC 357-31-225 for more information regarding annual leave payoff.

BEREAVEMENT LEAVE

A supervisor may approve the use of up to three days of bereavement leave to a civil service employee for a death in the family or household, as defined in WAC 357-01-172 and WAC 357-01-182. Upon request, the supervisor may approve additional leave to be charged against the employee's available paid leave balances, or the supervisor may approve the use of leave without pay. (WAC 357-31-250)

To request additional leave beyond the three days of bereavement leave, the employee submits a written request to her or his supervisor.

CIVIL LEAVE

WSU grants employees leave of absence with pay to serve on jury duty, as trial witnesses or for other subpoenaed civil duties. Civil service employees refer to WAC 357-31-310, WAC 357-31-315, and WAC 357-31-320.

Public Hearings or Court Appearances

If the employee is representing WSU at a court appearance or before a public hearing the employee is not considered to be on leave. The activity is part of the employee's regular assignment.

CIVIL SERVICE EMPLOYEE LEAVE WITH PAY

WSU must grant a civil service employee leave with pay for the employee to:

Receive assessment from the Employee Assistance Program (EAP) or the Employee Assistance Service (EAS). See 60.86.

Take a state examination.

Interview for another state position, unless it interferes with operational necessity.

Employers may limit the number of occurrences or the total amount of paid leave to be granted to an employee to participate in interviews or take examinations during scheduled work hours.

Additionally, WSU may grant a civil service employee leave with pay for the reasons listed in WAC 357-31-325(2).

Citation

WAC 357-31-325

COMPENSATORY TIME

Overtime-eligible civil service refer to 60.59 and WAC 357-31-230 regarding compensatory time.

DISABILITY LEAVE

In certain circumstances, supervisors must grant leave to permanent civil service employees who are unable to perform their job duties because they are disabled. WAC 357-31-500 specifically provides such leave for civil service employees who are sick or temporarily disabled because of pregnancy and/or childbirth.

Employees with other types of disabilities may be granted leave under the reasonable accommodation process. See 60.21.

Requesting Disability Leave

An employee reports inability to work due to a disability, including disability due to pregnancy and/or childbirth, to his or her supervisor. The supervisor then refers the employee to HRS to apply for disability leave.

The employee must submit medical certification or verification to HRS for the period of disability.

For application advisory guidelines and more detailed information about disability leave, including disability leave due to pregnancy and/or childbirth, contact HRS or see the Medical Leave Information in the Manager's Toolkit area of the HRS website at:

http://www.hrs.wsu.edu/

Leave Usage

Disability (Not Pregnancy, Childbirth, or FML-Related)

Disability leave not related to pregnancy, childbirth, or family medical leave (FML) may be a combination of sick leave, annual leave, personal holiday, compensatory time, and leave without pay. However, the employee may not move in and out of paid status during such disability leave. Usually, the employee uses paid leave until such leave is exhausted and then uses unpaid leave for the remainder of the disability leave period.

Disability Due to Pregnancy or Childbirth

Disability leave due to pregnancy and/or childbirth may be a combination of sick leave, annual leave, personal holiday, compensatory time, and leave without pay. The employee chooses the combination and use of paid and unpaid leave during such disability leave. (WAC 357-31-515)

Continuing Employer-Paid Benefits

If necessary due to disability, the employee is allowed to use a minimum of eight hours of accrued paid leave per month for up to four months of disability leave due to pregnancy and/or childbirth (or as long as medically certified) to provide for continuation of employer-paid benefits. (The total months of such disability leave include the twelve workweeks provided under the Family and Medical Leave Act, if eligible. See WAC 357-31-525.) NOTE: If using LWOP, eight hours of paid leave per month may not be sufficient to cover the employee's portion of the insurance premiums. Contact HRS for more information.

During the fourth month following the FML period, or if the employee is not eligible for FML, the eight hours paid leave should be used on the first working day of the month.

FAMILY CARE EMERGENCY

Civil service employees refer to WAC 357-31-285 through 357-31-305 regarding leave for family care emergencies and limits placed on such leave.

Civil service employees must be authorized to use emergency leave to care for:

Employee's or spouse's minor/dependent child care emergencies, such as:

Unexpected absence of a regular care provider,
Unexpected closure of a child's school, or
Unexpected need to pick up a child at school earlier than normal.

Elder care emergencies, such as the unexpected absence of a regular care provider or the unexpected closure of an assisted living facility. Elder care applies to care of the employee's spouse, household member, or employee's or spouse's parent or grandparent.

After a civil service employee has used all accrued compenatory time, the employee must be allowed to use up to three work days per calendar year of accrued annual leave, accrued sick leave, or leave without pay for the purpose of family care emergencies. Upon request, the supervisor may approve additional leave to be charged against the employee's available annual and/or sick leave balances, or the supervisor may approve the use of leave without pay. (WAC 357-31-300, WAC 357-31-295)

The appropriate manager in a civil service employee's supervisory chain may authorize the employee to work from home during family care emergency lasting less than a week. NOTE: A temporary telework arrangement is not required to accommodate work from home during a period of an unanticipated circumstance lasting less than a week that requires an employee to remain at home, such as care of a family member. (See also 60.34.)

FAMILY MEDICAL LEAVE (FML)

Upon request, an eligible civil service employee must be granted up to a total of 12 work weeks of absence during a rolling twelve-month period to:

Seek treatment and recover for an employee's serious health condition; and/or

Care for an employee's parent, spouse, or child who has a serious health condition; and/or

Provide care to an employee's newborn, adopted, or foster child. See WAC 357-31-460.

Upon request, the University must grant an eligible civil service employee up to a total of 26 work weeks of absence during a rolling 12-month period to care for an allowed individual. Allowed individuals include a spouse, son, daughter, parent, or next of kin who is suffering from a serious injury or illness arising from injuries incurred in the line of duty in the armed forces of the U.S. For FML purposes, the term "next of kin" is defined as the nearest blood relative of the ill or injured individual.

Citations

Family and Medical Leave Act of 1993 (29 USC 2601 et seq.; WAC 357-31-525

Eligible Employees

An eligible employee is an employee who has:

Worked for the state for at least 12 months, and

Worked at least 1,250 hours during the previous 12-month period. Paid leave does not count towards the 1,250 hours of work.

Citations

29 CFR Part 825, WAC 357-31-530

Provisions

The following family medical leave (FML) provisions apply to civil service employees:

HRS designates absences that meet the criteria of family medical leave. (WAC 357-31-535)

Designated paid or unpaid leave, excluding compensatory time, is counted towards the 12 weeks of family medical leave. (WAC 357-31-535)

The employee may choose to use accrued paid leave or leave without pay for family medical leave. (WAC 357-31-540)

The University must grant family medical leave to an employee on an intermittent or reduced schedule at the employee's request when medically necessary. (WAC 357-31-545)

The employee must return to the same or equivalent position held prior to the FML absence. (WAC 357-31-550)

The University must continue an eligible employee's employer-paid health insurance benefits during the FML period. The employee is still responsible for her or his portion of the premiums, and must make arrangements with Payroll Services to ensure that these premiums are paid. (WAC 357-31-555)

Application Guidelines

For application advisory guidelines and more detailed information about the FML program, contact HRS or see the Medical Leave Information in the Manager's Toolkit area of the HRS website at:

http://www.hrs.wsu.edu/

HOLIDAY

A holiday is a day when all University offices and departments on a WSU campus are closed except for certain essential service units.

The University provides ten holidays each fiscal year for civil service employees. Refer to the holiday schedule in 60.76 for current WSU holiday schedules for specified University locations.

Qualifications for Holiday Pay

Full-time and part-time civil service employees who are in pay status the entire work shift prior to the holiday qualify to receive pay for the holiday. (WAC 357-31-010)

Civil service employees refer to WAC 357-31-030 when a holiday falls on a scheduled day off.

A cyclic-year employee who is in full pay status on her or his last regularly scheduled working day prior to the cyclic break, qualifies for holiday(s) in that month.

An employee working a night shift schedule during which the holiday occurs is compensated her or his holiday leave as defined in WAC 357-31-050.

Holiday Hours Earned

A full-time civil service employee receives eight hours of holiday pay. Any differences between the scheduled shift for the day and eight hours may be adjusted by use of vacation leave, accrued compensatory time, or leave without pay.

Part-time employees calculate their percent of employment times eight hours to determine the number of paid holiday hours earned. Example: an employee on a 75% FTE appointment earns 75% x 8 hours = 6 hours of holiday pay.

Holiday Worked

See 60.60 and 60.62 to report a holiday worked.

Overtime-eligible civil service employees who are directed to work on a designated holiday must receive their regular rate of pay for the holiday, plus premium pay at the overtime rate for all hours worked on the holiday. See 60.59 and WAC 357-28-200.

Overtime-exempt civil service employees do not qualify for holiday premium pay.

LEAVE DUE TO INCLEMENT WEATHER

A civil service employee may request the use of annual leave or personal holiday to cover absence due to inclement weather

A civil service employee may be required to use compensatory time for absence due to inclement weather before using annual leave hours, unless this requirement would result in a loss of accumulated annual leave.

A civil service employee may use up to three days of sick leave per calendar year for absence due to inclement weather after all other paid leave is exhausted.

Civil service employees may request to use leave without pay for absences due to inclement weather.

The appropriate manager in a civil service employee's supervisory chain may authorize the employee to work from home during inclement weather. NOTE: A temporary telework arrangement is not required to accommodate work from home during a period of inclement weather. (See 60.34.)

Refer to WAC 357-31-255 for more information regarding leave due to inclement weather.

LEAVE DUE TO SUSPENDED OPERATIONS OR EMERGENCY CLOSURES

Civil service employees refer to 50.40, 60.40, and WAC 357-31-260 regarding suspended operations and emergency closures.

The appropriate manager in a civil service employee's supervisory chain may authorize the employee to work from home during a period of suspended operations. NOTE: A temporary telework arrangement is not required to accommodate work from home during a period of suspended operations. (See 60.34.)

Overtime-Eligible Civil Service Employees

Supervisors must allow overtime-eligible civil service employees to use personal holiday, accrued annual leave, or accrued compensatory time to cover work time lost as a result of suspended operations. (WAC 357-31-265)

Supervisors may allow overtime-eligible civil service employees to use leave without pay and give them an opportunity to reschedule work time lost as a result of suspended operations. The employee must reschedule lost work time within the same workweek as the suspension of operations.

If rescheduling lost work time causes an overtime-eligible employee to work in excess of forty hours in the workweek, compensation must be provided in accordance with WAC 357-28-255, 357-28-260, and 357-28-265. However, the amount of compensation earned must not exceed the amount of salary lost by the employee due to the period of suspended operations. Refer to WAC 357-31-265.

LEAVE FOR LIFE-GIVING PROCEDURES

Employees are eligible for paid leave for the sole purpose of participating in life-giving procedures. (Executive Order 02-01)

Paid leave for participation in life-giving procedures:

Is not to exceed five days in a two-year period;

Is not charged against sick leave or annual leave; and

Does not require the use of leave without pay.

A life-giving procedure is defined as a medically-supervised procedure involving the testing, sampling, or donation of blood, platelets, organs, fluids, tissues, and other human body components for the purposes of donation, without compensation, to a person or organization for medically necessary treatments.

Employees must provide reasonable advance notice of a desire to take paid leave time to participate in live-giving procedures. Supervisors may take into account program implementation and staffing replacement requirements in determining whether or not to grant such leave time.

In order to be credited with organ/blood donation leave time, an employee must provide written proof from an accredited medical institution, physician, or other medical professional that the employee participated in a life-giving procedure.

WSU takes into account provisions of collective bargaining agreements which cover leave usage. Employees covered by collective bargaining unit agreements should refer to the appropriate agreements. Any additional time needed for life-giving procedures is subject to University leave policies and collective bargaining agreements. Supervisors may also continue or implement informal, flextime, or other leave arrangements for these purposes.

The University's life-giving procedures leave policy does not create any entitlement or other right which may be converted to cash, other compensation, or any other benefit. The policy is intended only to encourage altruistic life-giving procedures, and to allow paid leave to participate in such procedures.

LEAVE FOR SPOUSE OF MEMBER OF MILITARY

During a period of military conflict, an employee whose spouse is a member of military who has been notified of an impending call or order to active duty or who has been deployed is entitled to a total of fifteen days of unpaid leave per deployment. Applicable military units are the Armed Forces of the United States, National Guard, or reserves.

The employee may choose to use accrued paid leave, e.g., annual leave, to cover any or all of the fifteen days of leave per deployment for which he or she is entitled.

The employee is entitled to fifteen days of military spousal leave:

After the military spouse has been notified of an impending call or order to active duty and before deployment; or

When the military spouse is on leave from deployment.

Notifying Employer

An employee who seeks military spousal leave must provide HRS with notice:

Within five business days of the employee's spouse receiving official notice of an impending call or order to active duty; or

Within five business days of the employee's spouse receiving official notice of leave from deployment.

LEAVE FOR VOTING

Supervisors are to arrange civil service employees' working hours on the day of a primary, general, or special election to allow employees reasonable time to vote. (Up to two hours may be allowed.) (RCW 49.28.120)

The supervisor may not deny the use of compensatory time or annual leave for up to two hours on an election day if:

The employee's work schedule does not include two consecutive free hours during the time the polls are open, and

The employee was not advised of his/her work schedule in time to obtain an absentee ballot.

LEAVE WITHOUT PAY

Uses for Authorized LWOP

Leave without pay (LWOP) may be allowed for any of the reasons listed below:

For any reason leave with pay may be granted, as long as the conditions for leave with pay are met;

Educational leave;

Leave for government service in the public interest;

Military leave of absence (see below and WAC 357-31-370);

Parental leave (see below and WAC 357-31-460);

Family care emergencies (see above and WAC 357-31-295)

Bereavement or condolence (see above);

Absence due to inclement weather (see above and WAC 357-31-255);

Absence due to suspended operations or emergency closures (see above and WAC 357-31-260);

To accommodate annual work schedules of employees occupying cyclic year positions (see 60.30 and WAC 357-19-295);

Serious health condition of an eligible employee's child, spouse, or parent (WAC 357-31-525);

Leave taken voluntarily to reduce the effect of an employer's layoff;

Leave that is authorized in advance by the appointing authority as part of a plan to reasonably accommodate a person of disability;

Employees receiving time loss compensation due to worker's compensation;

Leave for or an employee whose spouse is a member of the military who has been notified of an impending call or order to active duty or who has been deployed (see above);

Leave to care for a spouse, son, daughter, parent, or next of kin who is suffering from a serious illness or injury arising from injuries incurred in the line of duty in the armed forces of the U.S. (see above);

Leave to recover from and cope with the effects of domestic violence, sexual assault, or stalking (see below).

Citation

WAC 357-31-330, WAC 357-31-525, WAC 357-19-295, RCW 49.76.

Requesting LWOP

To request leave without pay, a civil service employee submits a written request for LWOP to his or her supervisor specifying the leave dates and the reason for the leave request.

The employing official reviews and signs the request, if approved. See 60.10 for definition of employing official.

Route the approved written request to Human Resource Services.

More Than Ten Working Days

If the request is for more than ten full working days of LWOP, obtain approval from the employing official. Route a memorandum approved by the employing official to Human Resource Services to request leave without pay.

Effect of LWOP on Probationary or Trial Service Periods

A civil service employee's probationary period or trial service period is extended by one work day for each workshift of leave without pay which the employee takes during this period. (WAC 357-31-355)

Accruals While on LWOP

LWOP may impact an employee's accruals for annual leave, sick leave, and whether they receive compensation for University holidays.

Annual Leave

See above.

Sick Leave

See below.

Holiday Hours Earned

See above.

Benefits Eligibility

LWOP for a period which is equal to or greater than one calendar month requires personal payment of insurance premiums unless:

Employee is on approved FML and is paying her or his portion of the premiums (see above), and/or

Employee is on parental leave under FML for up to 12 weeks and is paying her or his portion of the premiums (see above); and/or

Employee is not eligible for FML, is on disability LWOP or parental leave, and

Employee is using eight hours of paid leave per month to keep benefits in effect for up to four months for her or his own condition or six months of parental leave.

NOTE: Eight hours of pay may not generate enough pay to cover the employee's portion of the insurance premium. Contact HRS to inquire how much leave must be used each month to cover employee's portion of the insurance premiums.

An FML-eligible employee may use eight hours of paid leave for one additional month beyond the FML period in order to maintain benefits.

An employee may not move in and out of paid status during a disability leave not related to pregnancy, childbirth, or FML. Usually, the employee uses paid leave until such leave is exhausted and then uses unpaid leave for the remainder of the disability leave period.

Contact Payroll Services regarding personal payment of insurance premiums, as needed; telephone 335-4521.

Review the following for more information regarding eligibility for benefits during periods of LWOP:

Family medical leave (see above)

Disability leave (see above)

Parental leave (see below)

Employee Return Rights

An employee returns from extended LWOP to the same position or to another position within the same class in the same geographical area and organizational unit if re-employment does not conflict with rules relating to layoff. (WAC 357-31-340)

MILITARY LEAVE

Upon presentation of military orders to the supervisor, WSU grants civil service employees leave for active training duty with any of the armed forces of the United States.

Military Leave With Pay

Employees must be granted military leave with pay not to exceed 21 working days during each year in order to report for active duty or to take part in active training duty in:

Washington National Guard;

Army reserves;

Navy reserves;

Air Force reserves;

Coast Guard reserves;

Marine Corps reserves of the United States; or

Any organized reserve or armed forces of the United States.

For purposes of calculating military leave, the year begins October 1st and ends the following September 30th.

Military Leave Without Pay

If the leave exceeds 21 working days, WSU must grant a military leave of absence without pay to a civil service employee for service in the uniformed services of the United States or the state, and to reinstatement as provided in RCW 73.16.

No adjustments are made to the seniority date, leave accrual rate, or periodic increment date while an employee is on paid military leave or a military leave of absence without pay.

Shared Leave During Military Leave Period

See 60.58 for information regarding eligibility and application for shared leave to cover a period of military leave.

Requesting Military Leave

Upon presentation of military orders to the appropriate dean or principal administrative officer, the University grants employees leave with pay and/or leave without pay for active armed forces training duty and active service duty.

PARENTAL LEAVE

An eligible employee may request up to six months of parental leave for the birth and care of the employee's newborn child or the placement of a child with the employee for adoption or foster care. (WAC 357-31-460)

Civil service employees refer to RCW 49.78, WAC 357-31-460, and WAC 357-31-465 regarding conditions for requesting parental leave and eligibility criteria.

Refer to WAC 357-31-475 regarding circumstances in which the six-month period of leave may be denied or extended.

A total of 12 weeks of parental leave may be designated as family medical leave (FML) in addition to any FML taken for sickness or temporary disability due to pregnancy and/or childbirth. (WAC 357-31-480, WAC 357-31-495)

Parental Leave Request

The employee submits a written request to her or his supervisor for parental leave, providing a 30-day notice. In the event that the employee is unable to give 30 days notice due to the early birth or placement of a child, the employee is to submit a written request to the supervisor as soon as possible. (WAC 357-31-470)

The written request is to include the anticipated dates of the leave and the purpose of the leave.

If the requested period of parental leave exceeds the FML period, the supervisor must provide a written response within ten working days as to whether the request is approved or denied. Denial may be based on justifiable operational necessity only. (WAC 357-31-485)

Parental Leave Usage

Parental leave may be a combination of annual leave, personal holiday, compensatory time, and leave without pay. The employee chooses the combination and use of paid and unpaid leave during parental leave. (WAC 357-31-490) Sick leave may be used for parental leave only if such use meets the criteria specified in WAC 357-31-130.

A civil service employee may use a minimum of eight hours of paid leave each month of a leave without pay period to maintain eligibility for the WSU-sponsored employee benefits for up to six months of parental leave. (WAC 357-31-490(2))

The employee is responsible for her or his portion of the insurance premiums. NOTE: Eight hours of pay may not generate enough pay to cover the employee's portion of the insurance premium. The employee may contact HRS with questions regarding her or his benefits.

PERSONAL HOLIDAY

A civil service employee who is scheduled to be or has been continuously employed for at least four months is entitled to a paid personal holiday.

The personal holiday is in addition to the designated legal holidays which all civil service employees receive in a calendar year. See 60.76 for the schedule of designated holidays.

Requirements

The civil service employee must take her or his personal holiday within the current calendar year or the holiday is forfeited. EXCEPTION: If the employee is denied use of the personal holiday during the current year, she or he may take the holiday the following year. (WAC 357-31-080)

Request

The employee provides the supervisor with a written request for a specific day in accordance with departmental leave guidelines.

The supervisor may deny use of the holiday on a particular date if the employee's absence interferes with the operations of the department. (WAC 357-31-070)

Use

An employee must use his or her personal holiday as a full day or shift. (WAC 357-31-090) The employee may not split the personal holiday by taking part of the hours on one day and the balance on another day except as allowed for the following:

Care of a minor or dependent child (WAC 357-31-070(2)(a))

Care for an eligible family member (WAC 357-31-070(2)(b))

Donation to the shared leave program (WAC 357-31-425(3))

Compensation

Full-Time Employees

A full-time civil service employee receives eight hours pay for the personal holiday. An employee accounts for differences between the scheduled daily shift and eight hours by using accumulated annual leave, compensatory time, or leave without pay. (WAC 357-31-065(1))

Part-Time Employees

A part-time civil service employee receives personal holiday hours based upon the percentage of FTE (full time employment) times eight hours. Example: 75% FTE x 8 hours = 6 hours of personal holiday. (WAC 357-31-065(2))

SICK LEAVE

Earning Sick Leave

Sick leave is credited to the employee's leave balances on a monthly basis, upon completion of the month. Civil service employees may accumulate unlimited sick leave hours. (WAC 357-31-115)

Accrual Rate

Full-Time Accrual

Full-time civil service employees earn eight hours of sick leave per month. (WAC 357-31-115(1))

Part-Time Accrual

The accrual rate for a part-time civil service employee is based upon the percent of employment. (WAC 357-31-115(3))

NOTE: Percent of employment is also expressed as FTE (Full-Time Equivalent). Example: An employee who has an appointment of 75% FTE will earn 75% of eight hours = 6 hours of sick time.

LWOP Rule

An employee who is on leave without pay for more than ten full working days in a calendar month is not eligible to earn sick leave for the month. (WAC 357-31-120)

Prior State Service

An employee who transfers to WSU with no break in service transfers accrued sick leave hours if he or she transfers from:

A state of Washington agency,

A state of Washington higher education institution,

A state of Washington educational service district,

A state of Washington school district or

The office of the Washington superintendent of public instruction.

Employment by a state of Washington educational service district and a state of Washington school district is not considered to be state service. Employees may transfer accumulated leave from the educational service district or school district. However, such employees do not receive credit for state service.

See 60.19 and WAC 357-31-110.

WSU restores unused sick leave balances, if any, for Washington state employees who are re-employed within five years of the termination of prior state employment. See 60.19 and WAC 357-31-160 for more details and limitations.

New Employees

A new or reappointed employee appointed between the first through the fifteenth of the month accrues sick leave at the appropriate rate based upon percent of employment. If the employee is appointed or reappointed on or after the sixteenth of the month, the employee receives no accruals for that month.

Using Sick Leave

Sick leave must be earned before it is used. (WAC 357-31-140)

The supervisor must allow the employee to use accrued sick leave for the reasons specified below, in accordance with WAC 357-31-130:

Illness, disability, or injury that has incapacitated the employee from performing required duties;

Exposure of the employee to a contagious disease which might jeopardize the health of others if the employee was present at work;

Care for a minor/dependent child with a health condition requiring treatment or supervision;

Care for a spouse, parent, parent-in-law, or grandparent of the employee who has a serious health condition or emergency health condition;

Family care emergencies (WAC 357-31-290, WAC 357-31-295, WAC 357-31-300, WAC 357-31-305);

Personal health care appointments;

Family members' health care appointments when the presence of the employee is required if arranged in advance with the employing official or designee;

Care for members of the employee's household or relatives of the employee/employee's spouse who experience an illness or injury, not including situations covered above.

The employer must approve up to five days of accumulated sick leave each occurrence. Employers may approve more than five days.

For purposes of care for household members or relatives, the term "relatives" is limited to spouse, child, grandchild, grandparent or parent.

The supervisor must also allow the employee to use accrued sick leave for the reasons specified below:

For an employee whose spouse is a member of the military who has been notified of an impending call or order to active duty or who has been deployed. See also above.

To care for a spouse, son, daughter, parent, or next of kin who is suffering from a serious illness or injury arising from injuries incurred in the line of duty in the armed forces of the U.S. See above for definition of the term "next of kin." (WAC 357-31-525)

To recover from and cope with the effects of domestic violence, sexual assault, or stalking. See also below.

An employee may use sick leave as specified below, in accordance with WAC 357-31-130:

Bereavement or condolence;

Inability to report to work due to inclement weather, in accordance with the employer's policy on inclement weather (see above and WAC 357-31-255).

If an employee who is on approved annual leave were to have a condition arise that would be eligible for sick leave use under WAC 357-31-130(1), WSU may allow the employee to use sick leave in place of annual leave. The employee may request to adjust their leave balances by calling the supervisor notifying him or her of the need for sick leave. The employee may contact the supervisor with this request at the time the condition arises or upon her or his return from leave.

The University may require medical verification or certfication of the reason for sick leave use upon the employee's return to work.

LWOP

Sick leave may not be used while on leave without pay.

EXCEPTION: An employee who is on leave without pay may use sick leave under the following conditions:

Employee is approved to receive worker's compensation from the Department of Labor and Industries (see below); or

Employee is scheduling leave each month to maintain eligibility for WSU-sponsored employee benefits, if the leave taken meets the criteria in WAC 357-31-490 and:

The employee is eligible for family medical leave (above); and/or

The employee is eligible for disability leave due to pregnancy or childbirth (above); and/or

The employee is eligible for parental leave (above) and meets the criteria specified in WAC 357-31-130 and/or WAC 357-31-460.

Employee whose spouse is a member of the military who has been notified of an impending call or order to active duty or who has been deployed is scheduling leave (see above);

Employee is on leave to care for a spouse, son, daughter, parent, or next of kin who is suffering from a serious illness or injury arising from injuries incurred in the line of duty in the armed forces of the U.S. (see above);

Employee is on domestic violence leave (see below).

Requesting Leave/Notifying Supervisor

An employee reports inability to work due to illness or disability to the supervisor at the beginning of any period of sick leave and daily thereafter unless the employee and the supervisor make other arrangements.

If the need to use sick leave causes the employee to miss more than three days of work, or is a chronic condition that requires ongoing treatment or ongoing intermittent leave, the employee must apply for disability leave or FML, if eligible.

For application advisory guidelines and more detailed information about disability leave or FML, contact HRS or see the Medical Leave Information in the Manager's Toolkit area of the HRS website at:

http://www.hrs.wsu.edu/

Payment For Accrued Sick Leave

The following two options allow an employee to be paid for accrued sick leave:

Attendance incentive. See 60.41 and WAC 357-31-150(1).

Payment upon retirement or death. See 55.49 and WAC 357-31-150(2).

At retirement, an eligible employee may either receive benefits from the Voluntary Employee's Benefit Association Medical Expense Plan (VEBA MEP) or receive payment for accrued sick leave. The employee does not personally choose between VEBA MEP or sick leave payment. See 55.49 for more information.

NOTE: Employees who separate from WSU for any reason other than retirement or death are not eligible for payment of accrued sick leave. (WAC 357-31-155)

TRAINING RELEASE TIME

Employees are entitled to 96 hours of release time per year to attend training sessions. See 60.72. Applicable training sessions may include management-assigned Skillsoft online classes.

Training release time is considered time worked for purposes of computing overtime for overtime-eligible employees.

UNAUTHORIZED ABSENCE

Unauthorized absences will be treated as unauthorized leave without pay. Possible ramifications of unauthorized absences are addressed in WAC 357-31-105.

VICTIMS OF DOMESTIC VIOLENCE, SEXUAL ASSAULT, OR STALKING

If an employee or an employee's family member is a victim of domestic violence, sexual assault, or stalking, the employee may take unpaid leave or use any accrued leave to recover from and cope with the effects of such violence.

Individuals considered to be family members are parent, step-parent, sister, brother, parent-in-law, spouse, grandparent, grandchild, minor/dependent child, and child. For the purpose of leave for victims of domestic violence, sexual assault, or stalking, family member also includes a person with whom the employee has a dating relationship. (WAC 357-01)

For definitions of domestic violence and sexual assault, see RCW 26.50.010. For definition of stalking, see RCW 9A.46.110.

Documentation

Employees seeking to use accrued leave or unpaid leave may be required to submit the following documentation.

Verification of Domestic Violence, Sexual Assault, or Stalking

When an employee or the employee's family member is a victim of domestic violence, sexual assault, or stalking and the employee is seeking to use accrued leave or leave without pay, HRS may require verification to support the request.

If verification is required, the employee provides HRS with one or more of the following:

A police report indicating that the employee or the employee's family member was a victim of domestic violence, sexual assault, or stalking;

A court order protecting or separating the employee or employee's family member from the perpetrator of the act of domestic violence, sexual assault, or stalking;

Evidence from the court or prosecuting attorney that the employee or the employee's family member appeared, or is scheduled to appear, in court in connection with an incident of domestic violence, sexual assault, or stalking;

The employee's written statement that the employee or the employee's family member is a victim of domestic violence, sexual assault, or stalking; and/or

Documentation from any of the following persons from whom the employee or employee's family member sought assistance that the employee or the employee's family member is a victim of domestic violence, sexual assault, or stalking:

An advocate for victims of domestic violence, sexual assault, or stalking;
An attorney;
A member of the clergy; or
A medical or other professional.

Verification of Familial Relationship

If the victim of domestic violence, assault, or stalking is the employee's family member, verification of the familial relationship between the employee and the victim may include but is not limited to:

A statement from the employee;

A birth certificate; a court document; or

Other similar documentation.

WORK-RELATED INJURY OR ILLNESS

In the event that a civil service employee sustains a work-related injury or illness and is approved to receive workers' compensation from the Department of Labor and Industries, WAC 357-31-235 allows the employee to:

Receive workers' compensation exclusively, and go on LWOP with WSU; or

Use accrued paid leave for their time off while receiving workers' compensation; or

Use a combination of LWOP and accrued leave while receiving workers' compensation.

During the first three months in which an employee is off, he or she may use any combination of leave and LWOP.

As of month four, University policy does not allow for an employee receiving worker's compensation to move back and forth from a paid leave to LWOP status.

For more information regarding sick leave buy back, see the Current Employees--Worker's Compensation area of the HRS website at:

http://www.hrs.wsu.edu/

See also Safety Policies and Procedures Manual (SPPM) S25.27.

Use of Accrued Leave While on Worker's Compensation

For information regarding the implications of using sick leave while on worker's compensation, see SPPM S25.27.

For information regarding the implications of using annual leave, compensatory time, or holiday pay while on worker's compensation, see SPPM S25.27 and WAC 357-31-245.

NOTE: An employee may use any combination of leave and LWOP during the first three months he or she is off work.

For additional information, contact HRS; telephone 335-4521; or see the Current Employees--Worker's Compensation area of the HRS website at:

http://www.hrs.wsu.edu/

70.13_Buying_Through_Purchasing_Services.htm

Posted in:PURCHASING

version 0 ([revision_count] revisions)

Posted on January 06,2014 by jeremy.bass

OVERVIEW

A department processes purchases through Purchasing Services when:

The department wants assistance with a purchase, or

The total amount of a purchase exceeds the current direct buy limit ($10,000) (RCW 43.19.1906), or

The purchase may not be processed with a Department Order (see 70.07) or a purchasing card (see 70.08).

DEPARTMENTAL REQUISITION

Prepare a Departmental Requisition to initiate a purchase through Purchasing Services. See 70.10 for Departmental Requisition instructions.

PURCHASING SERVICES

Upon receipt of a Departmental Requisition (see 70.10), the appropriate Purchasing Services buyer is assigned to the procurement process.

The Buyer's Role

The Purchasing Services buyer determines the applicable purchasing procedure. The buyer uses the best method to fill the Departmental Requisition within the limitations of state laws and regulations and WSU policies.

BIDDING PROCEDURES

Competitive Bidding

The buyer must competitively bid or quote purchases that exceed the direct buy limit (see above). The quote process is used for purchases from $10,000 to $100,000. The sealed bid process is used for purchases of $100,000 or more. Both quotes and sealed bids are competitive bidding processes.

State law requires the buyer to post public notice of all sealed bid opportunities on the state's online vendor registration and bid notification system, Washington's Electronic Business Solution (WEBS). (RCW 43.19.1908)

State law requires the buyer to solicit at least one certified minority-owned business and one certified women-owned business for each quote or bid. (RCW 43.19.1906(2)) Purchasing Services accesses the current listing of these certified businesses from the WEBS system.

Submission of Bids and Quotes

Vendors must submit all bids to WSU Purchasing Services in written or electronic form and conform to state purchasing rules. (RCW 43.19) Purchasing Services does not accept responses to sealed bids by fax. Bids submitted by fax or delivered to offices other than Purchasing Services are nonresponsive and are not considered.

Purchasing Services prefers that vendors submit quotes in written or electronic form. Purchasing Services accepts quotes by fax for informal competition for purchases between $10,000 to $100,000. Vendor quotes must conform to state purchasing rules.

Time Allowed For Bidding

Bid or quote processing may require seven or more working days depending on the complexity, length, and urgency of the request. Purchasing Services determines the length of time allowed vendors to submit bids or quotes.

For sealed bid processing, a specific date is established for the bid opening. Bids may not be opened before this date.

Department Review

The Purchasing Services buyer tabulates the offers and routes the tabulation and bids or quotes to the requesting department.

The requesting department accepts the low bid or quote or recommends award of the sale to one of the other bidders. The requesting department must provide written justification to Purchasing Services for rejection of any bid or quote lower than the awarded price.

Bid Award

Generally, Purchasing Services awards the contract to the vendor submitting the lowest bid unless:

The lowest bidder is not qualified for documented reasons of capacity, reputation, time requirements, or inability to meet written bid specifications.

The lowest bidder is from a state with a currently-active in-state preference rule for procuring goods and services. A specified percentage penalty (usually two to five percent) is added to bids submitted by vendors from such states. Purchasing Services maintains a list of states and percentage penalties. (WAC 200-300-075) NOTE: This stipulation applies to bids for purchases of $100,000 or more only.

PURCHASE ORDERS

Purchasing Services prepares and sends a Purchase Order to the vendor submitting the successful bid or quote. In certain cases, a contract is sent to the vendor. The Purchase Order or contract directs the vendor to proceed with the transaction. (See 70.20.)

Purchasing Services sends a copy of the purchase order to the requisitioning department.

Purchasing Services enters information from the Departmental Requisition into the PAPR AIS computer application. After the order is entered, the requisitioning department can monitor the progress of the transaction online in PAPR. See 85.33 for more about accessing PAPR.

PAPR encumbers the transaction in the WSU accounting system.

CHANGE ORDERS

After a Purchase Order has been issued, it may be modified with a Change Order. This may occur under the following conditions:

When a vendor notifies WSU of a price change.

When a department requests a quantity change.

When one party, the vendor or the department, indicates a need for change in delivery or any other specification.

If either party wishes to cancel all or part of the contract prior to shipment.

At any time the buyer's judgment indicates that a change materially alters the contractual responsibility of either party.

There are exceptions to the need for a Change Order. If in the buyer's judgment, a trusted vendor will accommodate a minor change, a Change Order may not be necessary.

70.07_Department_Orders.htm

Posted in:PURCHASING

version 0 ([revision_count] revisions)

Posted on January 06,2014 by jeremy.bass

OVERVIEW

Departmental personnel may use a Department Order (DO) to make simple purchases of goods and services. The Department Order process generates an encumbrance against the supporting account.

Departmental personnel must create DOs for all department purchases not processed by one of the following methods:

On a purchasing card (see 70.08);

Through Purchasing Services (see 70.13);

On a contract (see 70.21); or

Through Accounts Payable (see 70.20).

For a list of items that may be processed directly through Accounts Payable without the involvement of Purchasing Services, go to:

http://purchasing.wsu.edu/AP_list.html

Online Application

Personnel use the online Administrative Information Systems (AIS) application called Purchasing, Accounts Payable, Receiving (PAPR) to generate a Department Order.

Authorization

Process an AIS Access Request form (see 85.33) to obtain approval to generate Department Orders. Route the approved request to Purchasing Services.

This authorization grants the user the ability to prepare Department Orders. It does not include expenditure authority to approve departmental purchases. See 70.02 for a description of expenditure authority delegation.

NOTE: In addition to requesting approval to prepare DOs, the user must be assigned an AIS User ID. See 85.37.

Maximum Purchase

The maximum allowable cost of a single Department Order is $10,000, not including shipping, sales, or compensatory tax. If shipping is added as a line item on the order, it counts towards the $10,000 limit. Departments are not required to enter shipping on Department Orders.

Department Responsibilities

The requisitioning department is responsible for:

Resolving problems, e.g., incorrect pricing, poor quality. (Purchasing Services can assist departments in resolving problems.)

Following University requirements regarding allowable funding. See 70.03.

Following University requirements regarding prohibited purchases. See below.

Dividing or stringing orders to circumvent the $10,000 limit of the Department Order is prohibited.

Prohibited Purchases

Do not use a Department Order to make the following purchases:

Radioactive materials (see SPPM 9.25).

Printing (see 80.05).

Contracts for personal services (see 70.50).

Alcohol for laboratory use (see 70.22).

Any purchase requiring the review and approval of the central administration (see 70.10).

Alcoholic beverages (see 70.29).

Commodities which must be purchased through Facilities Operations:

Carpeting, floor coverings;
Window coverings;
Furniture (except free-standing furniture pieces requiring minimal or minor assembly)

See 70.01, 70.10, and 80.45.

Complex purchases (see 70.10).

Telephone calling cards (see 85.41).

Tax-exempt equipment (see 70.42).

Personal items.

Sponsored Programs Approval

Obtain any necessary prior approval for the purchase of equipment supported by a sponsored project. Contact Sponsored Programs Services.

Payment Terms, Net 30 Days

Accounts Payable pays the net due within 30 days of the receipt of goods or receipt of the invoice, whichever is later. If other terms are required, do not use a Department Order. Complete a Departmental Requisition. See 70.10.

PREPARING A DO

The following is a description of how to prepare a simple DO.

Sign On

Sign onto the AIS PAPR application.

Department Order Menu

Access the Department Order Subsystem Menu from the PAPR System Main Menu by entering the command DO or selecting the number that corresponds to DO. The Department Order Subsystem Menu may also be accessed by entering the command, DO, on the command line of the PAPR logo screen.

See below for a full list of DO functions available from the Department Order Subsystem Menu.

Access the Add/Update Department Order screen by entering the command, ADO, on the command line or entering the number that corresponds to ADO.

The Add/Update Department Order screen includes vendor information in the upper left, departmental information in the upper right, order description in the middle, and account information at the bottom. The following numbered descriptions correspond to numbered sections on screen exhibits. (See the PDF version of 70.07.3, 6, and 8.)

Vendor Number (1)

Enter the vendor number. In most cases a vendor has an existing WSU vendor number which is used for all University purchases from that vendor. Enter the applicable vendor number from a previous order or search the vendor number database. Search the vendor database by pressing PF1. See below for more about vendor number searches.

Contact Accounts Payable by telephone or e-mail for help with finding or creating a vendor number. If the vendor number is not available, enter the vendor name and address into the appropriate fields.

Contact (vendor) (2)

Enter the name of the vendor contact and/or telephone number. This information is not required by PAPR.

Dept. (3)

Enter the department number in the Dept. field. If not known, look up the number in the AIS application WSUORG. See 10.05. Department number is also referred to as organization number, WSU number, or home department number. NOTE: The department number is not a budget, zipcode, or telephone number.

Contact (department) (4)

Enter the departmental contact name. This information is not required by PAPR.

Phone (5)

Enter the appropriate departmental contact's telephone number.

Ref (6)

Enter any desired departmental reference number for the transaction. This number is not required.

Description (7)

Describe the purchase items. If more description space is required, press PF5 to continue the description.

Qty/Unit/Price (8)

Enter these values for each described item.

Exceeding Three Items

Before adding additional items to orders exceeding three items, do the following:

Enter an appropriate budget/project and object/subobject in the cost distribution line at the bottom of the screen (fields 13 and 14 below).

Press PF8 to enter (update) the order. The system assigns a Department Order Number.

Press PF2 to add more items.

A maximum of 47 items may be included on a single Department Order.

Deleting Items

Enter a "d" in the first column of a line item to delete it. NOTE: This only applies to orders which have already been entered (updated) into PAPR by pressing PF8.

Shipping Charges

Shipping charges entered as a line item count toward the $10,000 Department Order limit. If the shipping line item puts the order over $10,000, delete this line item to complete the order.

Departments are not required to add shipping on Department Orders.

Negative Values

Do not enter negative dollar amounts for discounts, trades, or exchanges in the Price field. Note a discount or exchange amount in Description. Enter a positive net value under Price.

Meals, Food, and 17A

Prior approval from the responsible chair or director is required before purchasing meals and food. See 70.31.

Food or meal purchases or purchases supported by accounts in program 17A may require additional justification. If 03-BR or 03-BP is entered as object-subobject or if 17A is entered as program-subprogram, a message appears reminding the user to enter any necessary justification. The system then provides access to a comment entry screen. See below for more about comments.

Tax (9)

PAPR estimates the tax on the basis of the vendor's location. The tax amount is added to the order. Press PF9 to change tax location or to indicate that the purchase is not subject to tax. (NOTE: Items for resale, fertilizer, and seed may not be subject to Washington sales/compensatory tax.)

The tax amount does not appear on the vendor copy of the printed Department Order.

Deliver to: (10)

Non-Pullman Locations

Enter the appropriate delivery address for the location.

WSU Pullman

The default is Central Receiving's Pullman address. When special circumstances require that a vendor deliver directly to a Pullman department, enter the department's actual delivery location. Special circumstances might include a weekend or after-hours delivery or delivery of live animals.

If Central Receiving is to deliver an item to an address other than the department's address as shown in WSUORG, indicate the alternative address as a comment under Campus Delivery Change. To access Campus Delivery Change see below.

Staff Pickup (11)

If the order is picked up by the department, mark the Staff Pickup field with a Y and indicate the name of staff employee who will pick up the item in the Staff Pckp field (below Deliver to:). Print the staff pickup vendor copy of the DO (see below).

Budg/Proj (12)

Enter the budget and project of the account supporting the purchase. The budget/project must be a currently valid University account.

Obj/Sobj (13)

Enter the applicable object and subobject. PAPR does not accept an order unless these values are entered. Press PF6 to access a picklist of subobjects.

%/Amt (14)

If only one account supports the purchase, %must be 100.00 with nothing under Amt.

Additional Accounts

Before additional supporting accounts can be added, the order must be entered (updated). (NOTE: Before creating the order, be sure that 100.00 is entered under %.)

Press PF8 to enter (update) the order, then press PF3 to access a screen that allows entry of additional accounts. At the Add/Update Department Order Cost Distribution screen, enter either a specified amount or a percent for each account. A dollar amount could be entered for one or more accounts and 100.00 percent entered for the final account, indicating that the last account will pay for 100.00 percent of the balance of the order. See the sample below. The total percent must equal 100.00.

Delete an account from the cost distribution by entering a "d" in the first column of the applicable account. See example above.

A single Department Order may be supported by up to 11 separate accounts.

CC (15)

CC refers to cost code. Departments may use this field to classify expenditures. Any alpha/numeric may be entered.

Fnd/Sfnd Pgm/Spgm (16)

These fields fill automatically, based upon budget/project.

Creating the Order (17)

Press PF8 to create the order in PAPR. PAPR assigns a Department Order Number when the order is created. Department Order Numbers begin with the prefix K.

Printing

After updating the order (PF8), press PF4 to access the print menu.

Options

The DO may be printed directly from the PAPR system or the record may be imported into the Adobe Acrobat DO form template available on the web.

PAPR

PAPR provides the following options for printing the Department Order.

Screen print. (PF7)

E-mail, i.e., the order could be e-mailed to someone in the office, copied to word processing software, and printed. (PF6)

Print using Entire Connection software.

To print, start Entire Connection.

Windows: At the Data Transfer box under Format select "printer". Enter "PRN" in the File Name field. Select "download." With these settings, the software prints the requested orders.

Macintosh: Select Report Options under File Menu. Be sure that "Print after Download" is selected. Choose either "Delete" or "Save" after download.

Web

Web users print using the Adobe Acrobat template.

Go to:
https://webapps.wsu.edu/ais/deptorder/index.aspx

Enter Network ID and password. See 85.37.

Select "Submit."

After Department Order Select screen is displayed:

Enter the Department Order number.

Select the form type to be printed (Vendor, Department, or Staff Pickup).

Select "Display Department Order."

The Department Order is displayed using Adobe Acrobat Reader. Print the form to obtain a hard copy.

NOTE: To download a copy of Acrobat Reader, select the "Get Acrobat Reader" image at the bottom of the page.

Departmental Copy

Print a departmental copy of each Department Order.

Vendor Copy

Print a vendor copy or e-mail the order to the vendor. A vendor copy is not required when the order is placed by telephone.

Vendor Copy - Staff Pickup

Print this version of the vendor copy if the order is to be picked up by a staff member.

Authorization

An employee holding expenditure authority for the supporting accounts must sign the departmental copy and any vendor copy generated. (See 70.02 for a description of expenditure authority.)

Records Retention

The signed departmental copy and the itemized packing slip or itemized receipt is the University's official public record of the transaction. (NOTE: A cash register receipt is acceptable if it contains sufficient itemized detail.) The department must retain these documents for six years after the end of the current fiscal year. See 90.01 for records retention and disposal procedures.

ORDER TO VENDOR

Methods

The department may submit a Department Order to a vendor by any one of the following methods:

Giving the DO to the vendor at the time of the transaction (staff pickup).

Mailing the DO to the vendor.

Faxing the DO to the vendor.

E-mailing the order to the vendor.

Telephoning the order to the vendor.

Order Number

When placing an order, instruct the vendor to include the Department Order Number on the shipping label and invoice.

If the Order Number is not on the vendor's shipping label, Central Receiving attempts to determine the identity of the recipient. If the identity is not determined within 24 hours, Central Receiving may return the package to the vendor.

Terms and Conditions

The department is responsible for providing the vendor with the University's Terms and Conditions for doing business with WSU.

Along with the DO, the department must provide the vendor with a copy of the Terms and Conditions or the following link to the Terms and Conditions on the Purchasing Services website at:

http://purchasing.wsu.edu/terms.pdf

NOTE: A link to the online Terms and Conditions is included on the vendor copy of the Department Order.

For telephone orders, fax or mail the Terms and Conditions or the link to the Terms and Conditions to the vendor immediately after placing the order. While placing the order, notify the vendor that the Terms and Conditions will be forthcoming.

RECEIVING ORDER

Most equipment and supplies purchased by WSU Pullman units on Department Orders are received by Central Receiving, which delivers the items to the units. Shipping companies deliver merchandise directly to non-Pullman units and to some WSU Pullman units. In some cases, department personnel pick up items from a vendor.

Unit personnel at all WSU locations must use one of the reporting methods described below to promptly report the receipt of shipments. See also below regarding payment authorization.

See 70.14 for additional receiving procedures.

Department Reporting

Access to PAPR

Department personnel who have received PAPR access authorization record the receipt of order information into PAPR. See 85.33 regarding access authorization and training information.

Without Access to PAPR

Department personnel who have not received PAPR access authorization notify Central Receiving of receipt of the order by:

E-mailing rdands@wsu.edu, or

Telephoning 335-5575, or

Submitting the information through the Central Receiving Completion of Purchase Orders website at:

http://facops.wsu.edu/cr_pos.asp

Payment Authorization

Accounts Payable is authorized to pay the invoice only when the goods are received and recorded in PAPR. Accounts Payable can only access receipt data that is reported by the department or Central Receiving in the PAPR system. Input of information ensures that invoices are paid.

DO MENU DESCRIPTION

The following is a description of the functions accessible from the Department Order Subsystem Menu.

ADO

Add Department Order: Use this command to enter an order, encumber the funds, and receive a purchase order number.

CDO

Copy Department Order: Use this command to copy an existing Department Order. The information from an existing order may be edited to create a new order. This feature provides a shortcut for those who frequently purchase the same product from the same vendor.

AEDO

Add Emergency Department Order: Use this feature to record emergency purchases made while the computer is down. Such orders must be entered into the system. Entering the order into the system assigns a purchase order number, encumbers the purchase, generates a copy of the order for the department file, and enters the order into PAPR for receiving and bill payment purposes.

UDO

Update Department Order: Use this command to update (change) the information for a previously-placed Department Order. The identity of the vendor cannot be changed. Other information can be updated until the first item is received from the vendor. The cost distribution information may be updated until Accounts Payable makes a payment on the order. Internal comments may be added at any time.

QDO

Query Department Order: Use this command to view a previous order. Enter the purchase order number to view the details of the order. Data may not be changed when using this command. To review the comments and notes, query comments by pressing PF7 after querying the Department Order.

QEDO

Query Emergency Department Order: Use this command to view an emergency order. Enter the emergency number order assigned when the order was placed.

QDORG

Query Department Order by Organization: Use this command to see open orders, closed orders, or all orders placed by a specific organizational unit. Enter the departmental ORG number.

QPCARD

Query Department Order by Purchasing Card: Use this command to view open orders, closed orders, or all orders which the department placed with a specific purchasing card. Enter the purchasing card number.

QDOV

Use this command to view open orders, closed orders, or all orders placed with a specified vendor.

PDO

Print Department Order: Use this command to generate a copy of the Department Order based upon information from the add or update screens. Entering the PDO command provides a menu of print options.

CLODO

Close Department Order: Use this command to cancel an existing Department Order. An order may be closed because the department no longer needs to make the purchase or perhaps the vendor placed the order on backorder and the backorder is not acceptable to the department. Closing an order liquidates the encumbrance.

PAPR requests an explanation of why the order is to be closed.

When an order is closed because items are no longer wanted, notify the vendor and enter an explanation.

Most orders are closed by Accounts Payable when all line items are paid.

DDO

Download Department Order: Use this command to download data. NOTE: Entire Connection software is required to use this function.

VENDOR NUMBERS

Number Search

WSU assigns a vendor number to each vendor who does business with the University and uses the same vendor number for all transactions involving the vendor. A vendor number may be located on a previous Purchase Order or Department Order, by referring to Account Balances or the Budget Statement, or by searching the vendor database.

Vendor Database

Most vendors who have done business with WSU have a vendor number in the vendor database. To search the vendor database from the Add/Update Department Order screen, press PF1.

Vendor Name

If the exact name of the vendor is known, enter vendor name. NOTE: The vendor name must be entered exactly as shown in the database for this search method to be successful.

Key Word Search

If the exact vendor name is not known, enter words that comprise the vendor name. Enter one word per line. Enter the least common word on the first line.

NOTE: The Department Order Subsystem will not search for the following key words or characters:

an at by

if in of

on or to

is as and

but for the

from with la

le der des

les und die

das & co

corp dept inc

ltd pub committee

bureau press division

institution subcommittee office

corporation incorporated div

etc edited company

New Vendors

Accounts Payable assigns a number to a new vendor when Accounts Payable processes the payment. (Purchasing Services is available to assign the new vendor number for a rush order if Accounts Payable is not available.)

COMMENTS

At the Department Order Add/Update screen, press PF7 to access the Add/Update Department Order Comment screen. Use this screen to submit a request to add, update, or view comments. See example below.

Enter the code for the appropriate comment type in Add comment type: or Update comment type:. (Enter V for vendor notes, C for internal comments, D to change campus delivery address, or F for food/17A purchases.) Press PF8 to add or update comments. Press PF7 to view comments.

Do not enter data in the Glossary field.This function is currently not available for general use.

Vendor Notes (V)

Vendor notes appear on the vendor and department copies of the Department Order. Include information which assists the vendor in completing the order. Vendor notes might include special shipping instructions or a reference to the person who provided price information. Vendor notes are printed above the line items.

Internal Comments (C)

Internal comments are printed on the department copy of the Department Order only. Enter information which may assist the department, Accounts Payable, Central Receiving, or Purchasing Services with processing the order.

Internal comments might include descriptions of returns, a vendor's authorization number, records of telephone contacts with the vendor, or documentation of the quality of service.

Internal comments may be entered at any time, including after the bill is paid by Accounts Payable.

Campus Delivery Change (D)

Select this option to instruct Central Receiving to deliver the merchandise to a WSU Pullman campus location other than the default delivery location for the department.

Food Purchase/17A (F)

See above.

70.08_Purchasing_Card.htm

Posted in:PURCHASING

version 0 ([revision_count] revisions)

Posted on January 06,2014 by jeremy.bass

PDF link

Departments may participate in the WSU Purchasing Card Program, which provides the convenience of credit card purchasing for departmental-level purchases. The University has established a contract with an issuing bank to provide purchasing cards for such purchases.

Purchasing Services issues cards to individuals who are approved for card use by the department chair or equivalent administrator.

This section provides basic information needed for participating in the WSU Purchasing Card Program, including information regarding:

Program participants and responsibilities (see below);

Training for program participants (see below);

Restrictions (see below);

Obtaining purchasing cards (see below);

Using purchasing cards (see below);

Logging, reviewing, and approving purchases (see below);

Receiving materials and reporting discrepancies (see below);

Reconciling charges (see below);

Maintaining cards, including lost, stolen, or misplaced cards (see below);

Violating policy (see below);

Card changes, cancellation, or expiration (see below);

Transaction review and audit (see below).

For further information or questions, contact the purchasing card program administrator or the purchasing card program coordinator at Purchasing Services; telephone 509-335-3541.

Program Participants

Program Administration

Purchasing Services administers the purchasing card program. The Purchasing Card Helpdesk e-mail address is:

purchasing.card@wsu.edu

Users may contact the purchasing card program administrator and/or coordinator by telephone to 509-335-3541.

Accounts Payable

Accounts Payable coordinates transaction review activities and processes payments to the issuing bank.

Issuing Bank

The issuing bank provides purchasing cards to WSU and an online software tool for the management of purchasing card transactions by University personnel.

Approving Official

The approving official has supervisory or managerial responsibility for accounting functions in a department or college.

He or she reviews and approves reconciliation of purchasing card transactions and signs and dates a transaction report on a monthly basis.

The approving official must have expenditure authority for each budget recorded on the monthly transaction report. See 70.02.

NOTE: The approving official cannot be a cardholder or card reconciler of purchasing cards for which he or she is approving official.

Approving Official Responsibilities

The approving official is responsible for the following:

Adhering to WSU policies and procedures governing purchasing cards, as published in the Business Policies and Procedures Manual (BPPM) (70.08).

Providing direction for departmental purchasing card use.

Receiving e-mail notifications as charges post to cardholder accounts. The approving official may appoint an alternate recipient for e-mail notifications.

Reviewing the monthly bank statement, monthly transaction report, and supporting itemized documentation to verify the appropriateness and proper documentation of each purchasing card transaction.

Signing and dating the monthly transaction report after completing the monthly review to provide signature of expenditure authority. See 70.02.

Ensuring that the bank statement and supporting itemized documentation are attached to the monthly transaction log and retained as a complete record set.

Ensuring that the department retains all purchasing card records for six years after the end of the fiscal year in which the transactions were made. (See 90.01 for more information regarding records retention requirements.)

Knowing the physical location of purchasing card records which the department is maintaining for the required retention period.

Notifying Purchasing Services if a cardholder leaves department employment or if the cardholder's duties change and no longer involve purchasing card transactions. In such circumstances, the card must be cancelled and destroyed. See below and 60.74.

Ensuring that an authorized departmental employee reconciles the purchasing card transactions with the Account Balances/Detail Application (BALANCES) or the hard copy Budget Statement each month. See 30.07 and 85.33.

Taking appropriate action in response to cardholder or card reconciler violations. See below.

Card Reconciler

The card reconciler performs the first level of transaction review.

NOTE: If the card reconciler is out of the department for an extended period of time, the approving official may appoint a substitute card reconciler. The approving official is responsible for ensuring that the substitute reconciler understands the card reconciler responsibilities below. See below regarding training resources.

Card Reconciler Responsibilities

The card reconciler is responsible for:

Adhering to WSU policies and procedures governing purchasing cards, as published in the Business Policies and Procedures Manual (BPPM) (70.08).

Protecting the security of card information;

Receiving e-mail notifications from the bank of transactions which are pending approval;

Reviewing and approving purchasing card transactions online (see below);

Monitoring and documenting card activity monthly;

Reconciling transactions monthly (see below).

Cardholder

The cardholder is the individual responsible for card use.

The cardholder acts as a purchasing agent of the University when using the purchasing card. The cardholder is accountable for any policy violation associated with the use of his or her card account.

NOTE: The cardholder may also be the card reconciler for the assigned account.

Cardholder Responsibilities

The cardholder is responsible for:

Adhering to WSU policies and procedures governing purchasing cards, as published in the Business Policies and Procedures Manual (BPPM) (70.08).

Protecting the security of the card and account number.

Instructing delegated users regarding appropriate use of cards.

Providing delegated users with documentation to authorize use of the card. See below.

Delegated User Responsibilities

A delegated user is authorized by the cardholder to use the purchasing card for an individual transaction. The delegated user is responsible for:

Receiving instruction from the cardholder regarding use of the purchasing card.

Using the purchasing card in accordance with the procedures in 70.08.

Safeguarding the security of the card during possession of the card and the security of the account number at all times.

Reporting a lost or stolen card immediately to the cardholder.

Advisory Tools

Advisory guidelines and self-assessment tools for cardholders, card reconcilers, and approving officials are available at the Purchasing Services Purchasing Card website, at:

http://purchasing.wsu.edu/Purcard.html

Training

Purchasing Services provides training on the following topics to cardholders, card reconcilers, delegated users, and approving officials:

Appropriate use of purchasing cards, including restrictions and compliance requirements;

Documentation requirements; and

Use of the online transaction reconciliation system provided by the issuing bank.

For more information and to register for purchasing card training, see the Current Employee Training and Development section of the Human Resource Services website, at:

http://www.hrs.wsu.edu/

Restrictions

Users of purchasing cards are subject to the following restrictions:

Spending Limits

Single Purchase

The total cost of a single purchase may not exceed the maximum single transaction limit of $3500.

Users of purchasing cards may not circumvent the maximum single transaction limit of $3500 by splitting orders into multiple transactions from the same vendor.

Monthly Credit Limit

Each purchasing card account has a monthly credit limit. The approving official assigns a monthly credit limit when completing the Purchasing Card Application. See the form on 70.08.18-19.

The approving official may request an increase or decrease to the monthly credit limit assigned to an existing card by submitting a Purchasing Card Change Request (see 70.08.23-24) to Purchasing Services or by sending an e-mail message to the Purchasing Card Administrator at:

purchasing.card@wsu.edu

60.74_Employee_Departure_Procedures.htm

Posted in:PERSONNEL

version 0 ([revision_count] revisions)

Posted on January 06,2014 by jeremy.bass

OVERVIEW

When an employee resigns, retires, dies, or is otherwise separated from employment at the University, the employing department is responsible for ensuring that all applicable personnel, payroll, computing, financial, facility, property, and safety-related procedures are completed.

In order to facilitate this process, departments are to document the completion of required items, either by using the Departure Checklist included with this section or a departmental checkout document. The Departure Checklist includes items which are to be completed prior to or immediately after the departure of an individual from department or University employment.

This list is not all inclusive and a department may have additional requirements. The department attaches notation of the completion of any additional departure requirement to the Departure Checklist or includes the information on a departmental checkout document.

Responsibility

The employee's supervisor is responsible for completing and/or reviewing each of the applicable departure items. In some departments, the department's personnel officer is responsible for completing the personnel/payroll departure items, e.g., personnel actions, Time or Leave Reports. (See below.)

Form Completion and Approval

To ensure that all departure procedures are completed, the supervisor enters the date each item is completed on the Departure Checklist. Obtain copies of the checklist by printing the PDF master on 60.74.7-8.

The supervisor, and the departing employee, when applicable, sign the completed Departure Checklist.

Retention

The department retains the completed checklist in the department's employee file. See 90.01 for retention requirements.

CHECKLIST ITEMS

Items to be completed by the department or the employee at the employee's departure are listed below by category. NOTE: Depending on the employee's responsibilities, only some of these items may be applicable.

Leaving the Department

If the employee is leaving the department, but remaining a University employee, the department completes only the items indicated in Part A. See below.

Leaving the University

If the employee is leaving the University, the department completes the items indicated in Part A and also completes the items indicated in Part B. See below.

Principal Investigator Leaving

If the employee leaving the University is a principal investigator (PI), the department completes the items indicated in Part A, and Part B (see below), and Part C (see below). A principal investigator is defined as the senior member of a research team, i.e., the individual with primary responsibility for the design and conduct of a research study.

Part A

The department completes the items in Part A if the employee is leaving the department, but remaining a University employee.

Personnel/Payroll

Complete and route a personnel action through the Personnel/Position/Payroll Electronic Routing Management System (PERMS). See 60.25. NOTE: If the employee is transferring to another department within the University, the receiving department processes the personnel action.

Send the employee's Time or Leave Reports to the new department or HRS as indicated in the applicable instructions in 60.60, 60.62, or 60.63.

Notify HRS if the departing employee verifies I-9s, PERMS, and/or OPDRS transactions for the department. HRS must establish a new departmental contact to receive e-mail notifications regarding document deadlines. See 60.04, 60.25, and/or 60.02.

Financial

Remove the employee's name from University department bank accounts. See 30.65.

Cancel the employee's departmental purchasing card. See 70.08.

Obtain and reconcile any cash advances issued to the employee. See 40.21.

Remove the employee's name from any till or petty cash fund. See 30.50 and 30.51.

Remove the employee's toll call authorization and obtain any calling cards. See 85.41.

Approval Authority

Remove the employee's expenditure authority. See 70.02.

Remove the employee's appointing authority. See 60.10.

Remove the employee's authorization to approve travel. See 95.01 and 95.05.

Remove the employee's authorization to approve contracts. See 10.10.

Information Services

Update departmental personal computer accounts and passwords, including those which allow remote access to departmental resources.

Update accounts and passwords for departmental network and systems access.

Update any associated websites.

Remove the employee's authorization to access student and/or financial data warehouse, PERMS, OPDRS, and/or other enterprise systems. Contact the ITS Help Desk for assistance; telephone 335-4357.

Update the active telephone listings in Information Technology Services (ITS), the department, and in Employee Workplace (WRKPLACE) within the mainframe DEPPS AIS application. See 85.33 for more information about accessing DEPPS and AIS.

NOTE: If the employee is leaving the University, remove the employee's name from active telephone listings in ITS and the department.

AIS Applications

If the employee is transferring to another department within the University, the department must submit AIS Access Requests to remove authorizations for the employee to use AIS applications associated with the department's accounts. The department indicates in Comments on the request form that the employee is transferring to another department. See 85.33.

NOTE: Within 24 hours of the employee's separation from the University and upon verification from HRS, ITS automatically removes authorizations to all AIS mainframe computer applications to which the employee has access.

RONet Applications

An employee leaving the University should close his or her Registrar's Office Network (RONet) account by:

Logging into RONet,

Selecting Your Account,

Selecting Close.

If the employee is transferring to another department where RONet is needed, the employee should access his or her RONet account and deselect any applications which are no longer needed.

Alternatively, the department may provide notification to the Registrar's Office of the employee's separation from the department or University by sending an e-mail to:

rotech@lists.wsu.edu

Registrar's Office Actions

Upon notification from the employee or department of the employee's separation from the University, the Registrar's Office:

Removes the employee's RONet account authorizations,

Disables the employee's RONet account, and

Removes the employee's administrative access to registration and academic planning and records applications through the zzusis portal.

Records Management

Transfer all University records to the employee's successor or the department records coordinator. See 90.01.

Locate and secure all records which are subject to litigation holds. See 90.12.

Facilities/Property

Obtain all keys and key cards to offices and buildings which were issued to the employee.

Obtain all University equipment, e.g., tools, computer equipment, portable electronic devices, reference materials, software, which were issued to the employee.

Ensure that office, laboratory, and locker spaces are left clean and all of the employee's personal items are removed.

Obtain all research data, including research log books.

Safety

Complete and route a Departure Notice if employee worked with radiation machines, radioactive materials, hazardous chemicals, Drug Enforcement Administration (DEA) controlled substances, and/or biohazardous materials. See 60.38.

Receive a termination bioassay if the employee used radioactive materials or radiation machines. See SPPM 9.48.

Obtain the radiation monitoring badge if the employee used radioactive materials or radiation machines. See SPPM 9.45.

Receive final surveillance documentation if the employee worked with chemical carcinogens.

Part B

If the employee is leaving the University, the department completes the items indicated in Part B below, as well as the items in Part A. (If the employee is a principal investigator, the department also completes Part C. See below.)

Personnel/Payroll

Have employee contact vendor agencies, e.g., credit union, Parking Services, to stop any automatic payroll deductions. Deductions which are not stopped prior to termination are withheld from the employee's remaining paycheck. See 55.49.

Have the employee notify applicable committees and boards of his or her departure from the University.

Financial

Obtain the employee's University travel charge card. See 95.03.

Information Services

Cancel the employee's UNIX accounts. See 85.37.

Cancel the employee's e-mail and calendar accounts.

Update the employee's status for CougarCard. See 10.08.

Facilities/Property

Obtain the employee's parking permit and garage access card, if applicable.

Contact Information

Have employee update mailing address file by selecting the Main Menu-->My Profile link on the zzusis website at:

http://zzusis.wsu.edu/

See also 90.70.

Obtain a forwarding address and personal e-mail address for the employee.

Part C

If the employee leaving the University is a principal investigator (PI), the department completes the items indicated in Part C below, as well as the items in Part A and Part B.

70.10_Departmental_Requisition.htm

Posted in:PURCHASING

version 0 ([revision_count] revisions)

Posted on January 06,2014 by jeremy.bass

OVERVIEW

Departments use Departmental Requisitions to request that Purchasing Services initiate purchases of goods and services.

Department Requisitions are used to:

Initiate acquisition of goods and services by purchase order or contract.

Initiate establishment of blanket orders for goods and services.

Initiate establishment of a University contract for goods or services.

Initiate renewal of blanket orders or contracts.

Request payment of an invoice for goods or services ordered without authorization by exception to policy. See 70.20.

Purchasing Services conducts most purchasing transactions over $10,000, except transactions for commodities purchased through Facilities Operations. See below.

Departments are encouraged to conduct purchasing transactions up to $10,000 through direct buy purchasing methods, except transactions for commodities which must be purchased through Facilities Operations. See below.

GENERAL INSTRUCTIONS

Form Versions

To obtain copies of the form, departments may choose from the following versions:

PDF version Department Requisition. Complete and/or print the form master on 70.10.8.

Automated template Department Requisition. Available from the Procedures, Records, and Forms FileMaker Forms website at:

http://public.wsu.edu/~forms/fm.html

The Departmental Requisition must be typed or completed electronically.

Alternate Departmental Requisition Records

Alternate departmental requisition records may be substituted for Department Requisitions if Purchasing Services approves the alternate requisition record prior to department use.

The expenditure authority must sign and date the alternate departmental requisition record to certify the accuracy.

Purchasing Services maintains a record of all units requesting and using alternate departmental requisition records. Purchasing Services also maintains a copy of the alternate departmental requisition record used by each requesting unit.

Ordering Department Responsibilities

The ordering department determines quantities, minimum technical requirements, and delivery requirements of goods and services.

The department is required to supply justification when a sole source is recommended. (See 70.01 for a discussion of sole source vendor.)

The ordering department is responsible for ensuring that adequate funds are available to purchase the ordered items.

Trade-Ins

See 70.12 for special procedures if existing equipment is offered for trade-in value.

Online Tracking

The ordering department may look up the purchase order number and order status by accessing PAPR. PAPR may be accessed by any employee with an AIS password. See 85.37.

ROUTING AND FILING

Send the original to Purchasing Services, French Administration 220, campus mail code 1020.

The ordering department retains a copy of the signed requisition as a control copy.

COMPLETION INSTRUCTIONS

The numbered instructions correspond to the numbers on the sample in the PDF version of 70.10.3.

1 Campus Mail Code

Indicate the ordering department's campus mail code.

2 Department

Indicate the name of the department (Chemistry, Education, Agricultural Economics, etc.).

3 Date

Fill in the date that the requisition is completed.

4 Dept. Number (Organization No.)

Enter the department's organization number in Dept. Number. Purchasing Services, Accounts Payable, and Central Receiving use this number to help track the purchase.

Central Receiving delivers the order to the address associated with this organization number.

To find the organization number and associated address for any WSU unit, refer to the WSU Organizational Unit Inquiry (WSUORG), an online Administrative Information System application (see 85.37). If online access is not available, telephone Purchasing Services at 335-3541 for organization numbers.

5 Requisition No.

Departments are to establish a numbering system, assigning a separate number to each requisition. The number of characters composing a requisition number may not exceed eight. A number should not include symbols or punctuation. The department and Purchasing Services use this number to track the purchase.

6 Building, Room

If the delivery location is different than the default location for the indicated organization number, indicate where the order is to be delivered, including building and room. Otherwise, leave these fields blank. Include any special delivery instructions in the body of the requisition.

7 Departmental Contact

Indicate the name and telephone number of the administrative or clerical employee responsible for tracking the purchase if the name is different than the default contact name for the organization number as recorded in WSUORG.

8 Technical Contact

Indicate the name and telephone number of the individual who will be using the purchased item.

9 Account Coding

Complete the account coding boxes. When splitting an order between two or more budgets, indicate the amounts for each line of coding under Distribution. Percentage designations are preferred, because the exact cost is not always known. However, amounts may be the appropriate designation when the balance of a grant or contract is involved.

10 Name of Expenditure Authority

Type the name of the individual signing for the expenditure. This individual must have been delegated expenditure authority for the indicated account(s). See 70.02 for an explanation.

11 Signature of Expenditure Authority

The above-named individual signs the requisition, authorizing the expenditure.

12 Item No

This is a consecutive counting of the items ordered, i.e., 1, 2, 3, 4, etc. It is not a catalog number.

13 Item

This is a description of the ordered item. Double space between items. Indicate the catalog number first, the name of the item, then additional description as needed (color, size, etc.). If there are more than ten items, please type "per attached list" in this section and send a neatly typed list containing all the line items on white bond suitable for photocopying. This procedure is recommended for advertisements and for items with long specifications.

14 Quant

This is the total number of described items.

15 Unit

This is a single-quantity description, for example, "each," "cases," "grams," "pkg," "doz," "gal," etc.

16 Unit Price

This is the price for one unit.

17 Amount

This is the extended total, i.e., quantity times unit price.

18 Delivery Needed By

Provide a date if delivery by a specific date is critical.

19 Encumbrance Required By

This is especially important for orders placed in the last few months of a research grant or contract. It is inadvisable to encumber up to 90 days before the expiration of a grant or contract. Encumbrances at the closing periods of a grant or contract must be justified by the requisitioning department or principle investigator. See 40.03 for a discussion of expenditure deadlines for sponsored projects.

20 Department Price Source

Indicate where price information was obtained, e.g., catalog, quotation, telephone conversation, previous order, advertisement, or estimate. Attach a copy of a quotation, if available.

21 Vendor Names, Addresses

Indicate the name, address, telephone number, and fax number of the company to which the order is to be sent. If the order is to be bid, list several potential sources if possible. If a single source is recommended, provide justification. See 70.01.

PRIOR APPROVAL

Certain types of purchases require additional approval before they may be ordered. Reasons for this approval include safety of personnel, matching major pieces of equipment, or state of Washington requirements.

WSU Units/Administrators

The department may route Departmental Requisitions through indicated approval channels (see below) before sending them to Purchasing Services. This may expedite order processing.

Commodity Source of Approval

Air Conditioners, Heaters Facilities Operations--Director, Maintenance and Utilities Services; mail code 1150

Biological Safety Cabinets (Hoods) Environmental Health and Safety--University Industrial Hygienist; mail code 1172; and
Facilities Operations; Director, Maintenance and Utilities Services; mail code 1150.

Equipment Requiring Support Utilities or Auxiliary Equipment (E.g., Autoclaves, Sterilizers) Facilities Operations--Director, Maintenance and Utilities Services; mail code 1150

Personal Services Contracts Dean, director, or principal administrative officer. See also 70.50.

Printing and Copying Services See 80.05.

Radioactive Materials Nuclear Radiation Center--Radiation Safety Supervisor; mail code 1302. See SPPM 9.25.

Research Databases Library Administrative Office--Assistant Library Director, Administration

Carpeting, Floor Coverings, Furniture, Window Coverings
(Except free-standing furniture pieces requiring minimal or minor assembly) Purchased through Facilities Operations (without Department Requisition). See below.
(NOTE: Housing and Dining Services submits requests for such commodities with Department Requisitions to Purchasing Services. Housing and Dining Services purchases do not require approval by Facilities Operations.)

Personal Services Contract

Purchasing Services must obtain prior approval from the Department of Enterprise Services to award state-funded personal services contracts in excess of $10,000. See 70.50.

PURCHASING SERVICES

Purchasing Services verifies that all proposed purchases are appropriate and in accordance with WSU and state of Washington policies. See 70.03 for general guidelines regarding allowability.

QUESTIONS

To look up the status of a Departmental Requisition, access PAPR. PAPR may be accessed by any employee with an AIS password. See 85.37.

Log in to PAPR.

Select DEPTREQN to go to the Department Requisition subsystem.

Select QDRID to query by requisition number.

To view the status of a purchase order, select SRCPORID.

To view the status of a blanket order, select SRCBARID.

Contract Status

To query the current status of a contract, telephone Purchasing Services at 509-335-3541.

DIRECT BUY PURCHASES

Departments have direct buy authority for allowable purchases up to $10,000.

Departments are encouraged to purchase all allowable goods and services with University purchasing cards. See 70.08. Departments which do not have University purchasing cards are encouraged to purchase all allowable goods and services with Department Orders. See 70.07.

NOTE: Issuance of multiple department orders or purchasing card transactions to circumvent the direct buy limit is prohibited.

PURCHASES THROUGH FACILITIES OPERATIONS

Departments are to contact Facilities Operations to initiate purchases for the following commodities:

Carpeting, floor coverings

Window coverings

Furniture (except free-standing furniture pieces requiring minimal or minor assembly)

The department does not submit a Department Requisition for Facilities Operations purchasing transactions. See 80.45 for procedures to request Facilities Operations purchasing services.

Exception

Facilities Operations does not initiate purchases of carpeting, floor coverings, furniture, or window coverings for Housing and Dining Services. Housing and Dining Services submits Department Requisitions to Purchasing Services to initiate such purchases.

See the PDF form:
70.10.8: Departmental Requisition
Complete and/or print as needed.

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PURCHASING
70.20
Revised 5-13
Purchasing Services
335-3541

If circumstances prevent the use of regular purchasing procedures, University departments are to follow the procedures described in this section.

The documentation used to process such a purchase depends on whether the request is for a check payment to a vendor or an employee reimbursement.

Purchase Over $10,000 Exception to Policy

In rare circumstances when regular purchasing procedures are not possible, a University department may pay for goods or services costing more than $10,000 with an exception to policy provided by Purchasing Services. See below.

Employee Reimbursement

If a University employee pays for an item and seeks reimbursement, the department must use the procedures on below to process the reimbursement. The maximum amount allowed for an employee reimbursement is $5,000.

Regular Procedures to Consider Before Purchase

See the tables in 70.01 for a list of regular purchasing procedures which the employee and department should consider before initiating a confirming purchase or employee purchase requiring reimbursement. Regular purchasing procedures generally involve arranging payment before or at the time of sale.

Regular purchasing procedures to consider are:

Direct processing by departmental personnel. See 70.07 and 70.08.

Processing purchases through Purchasing Services. See 70.10.

Directly processing purchases through Accounts Payable. See 70.07.

Purchase After Vendor Invoice Received

When arranging payment before or at the time of sale is not possible, a department may directly pay for goods and services costing $10,000 or less with a purchasing card or Department Order after receiving the vendor's invoice.

CONFIRMING PURCHASE PROCEDURES

Confirming purchases are processed with and without approval in advance from Purchasing Services. Departments must follow the procedures below to complete confirming transactions.

Personal Responsibility

When a purchase transaction exceeding $10,000 occurs without authorization through regular purchasing procedures, the employee who made the purchase is personally liable until both the employee's department and Purchasing Services have approved the purchase. This is true regardless of the source of the funds.

Purchasing Services Review Required

If a transaction exceeding $10,000 occurs without one of the regular purchasing forms of authorization, Purchasing Services must review the circumstances and the justification provided by the department.

If the purchase is appropriate, a buyer approves the purchase and an expenditure authority authorizes the expense. The buyer then forwards the documents to Accounts Payable for payment. If the purchase is not approved, the buyer returns the requisition or invoice to the department.

Check Payment to Vendor

If WSU is to pay the vendor for a product or service costing in excess of the $10,000 direct buy limit:

Upon receipt of the vendor's invoice, prepare a Departmental Requisition. (See 70.10.)

Describe the circumstances that required the use of this exceptional procedure in a detailed memorandum. Attach the memorandum to the Departmental Requisition.

Conspicuously label the requisition "Confirming Requisition." Under Dept. Price Source, indicate "Invoice Attached."

Obtain appropriate departmental approval.

If the expenditure is supported by an account in program 17A, include appropriate justification and approval. See 70.33.

Submit the documents to Purchasing Services.

EMPLOYEE REIMBURSEMENT PROCEDURES

If an employee pays for an item and seeks reimbursement, the department must follow the procedures below to process the reimbursement. The maximum allowed for an employee reimbursement is $5,000.

The department is not required to obtain prior approval from Purchasing Services for an employee reimbursement.

Requesting the Reimbursement

To request employee reimbursement, the department must:

Prepare a State of Washington Invoice Voucher. (See 30.45.)

Itemize the product or service purchased.

Include a detailed description of the circumstances that required the use of this exceptional procedure.

Conspicuously label the invoice voucher "Confirming Reimbursement."

Indicate the name, home address, and WSU ID number of the employee purchaser under Vendor or Claimant.

Obtain the employee's signature under Vendor's Certificate.

Obtain an authorized signature:

In academic departments, the chair, dean, or a responsible administrator above the dean indicates approval of the purchase by signing under Authorized Signature.

In nonacademic departments, the director, area finance officer, or or a responsible administrator above the director indicates approval of the purchase by signing under Authorized Signature.

NOTE: A University employee may not authorize reimbursement to himself or herself. When the chair, dean, director, or area finance officer is seeking reimbursement, the invoice voucher must be signed by his or her supervisor.

If the expenditure is supported by an account in program 17A, include appropriate justification and approval. See 70.33.

Attach the receipt, canceled check, bank card slip, bank card statement, or other record indicating that the employee paid the vendor.

Submit the documents to Accounts Payable.

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This section provides general information regarding WSU purchasing. For specific procedures, refer to the Chapter 70 Table of Contents or the "Search Manuals" web page.

PROCEDURES

General Procedures

The University provides several purchasing methods. Refer to the table below to determine which method to use. Use the applicable procedure that is closest to the top of the table.

Description BPPM
Reference Form Used Restrictions/Explanation

Interdepartmental purchases from University sources 70.05 Interdepartmental Requisition and Invoice (IRI) Buy from WSU departments authorized to sell goods and services. See also 30.15.

Small purchases 70.08 Purchasing Card See 70.08.

Blanket purchases from specified vendors 70.19 Vendor's invoice See 70.19 for vendors and amounts. Refer to the blanket agreement for additional restrictions.

Purchases from outside vendors
70.08

70.07

70.10

Purchasing Card

Department Order

Departmental Requisition

See 70.08 for limits and restrictions.

See 70.07 for limits and restrictions.

Confirming purchases 70.20 Departmental Requisition or State Invoice Voucher Personal liability of the purchaser until approved by the employee's department and Purchasing Services.

Special Procedures

For purchasing procedures for special circumstances refer to the Manuals Search engine. A few special procedures are listed below.

Description BPPM
Reference Form Used Restrictions/Explanation

Alcoholic beverages 70.29 Banquet Permit To purchase alcohol for University functions.

Cash advance 40.21 Vendors' receipts Used for grants and contracts.

Purchases from discretionary accounts (program 17A) 70.33 Standard University purchasing forms See 70.33.

Carpeting, floor coverings, window coverings, furniture (except freestanding furniture pieces requiring minimal or minor assembly)
NOTE: Does not include purchases by Housing and Dining Services.
80.45, 80.56

Online form:
myFacilities website

(Users who are unable to access the myFacilities website may contact Facilities Operations; telephone 335-9000.)

To obtain indicated commodities.

Personal services 70.50 Departmental Requisition To obtain services of nonemployees.

Petty Cash Fund 30.50 Vendors' receipts,
State of Washington Invoice Voucher For miscellaneous small or emergency purchases.

Telephone Services 85.39, 85.41 Telecommunications Service Request, Toll Call Authorization To obtain telephone/network services or telephone calling cards.

Travel purchases 95.08, 95.20 Travel Expense Voucher To make purchases while in travel status.

AUTHORITY

Purchasing Services is responsible for procurement by purchase, lease, or rental of all materials, services, supplies and equipment required by the various departments of the University regardless of the source of funds.

GENERAL POLICIES

Basic requirements are determined by statute and state and University administrative regulations. Purchasing Services has primary responsibility for interpreting these requirements and establishing appropriate guidelines.

Prior Approval

To assure compliance with all regulations, all purchases must have the appropriate prior approval. Any person making an unauthorized purchase must assume full responsibility for that purchase.

Purchasing Services' Objective

Purchasing Services' objective is to obtain specified goods and services at the lowest price, maintain quantity and quality, comply with regulations, and spend public money wisely. To achieve this goal, suppliers are contacted locally, in state, out of state, and internationally through the competitive bidding process.

Sole Source

The phrase, "sole source," indicates that the requested vendor is the only available source of supply for a good or service. The good or service must be unique or proprietary in nature. An example of a sole source item would be a replacement part for an existing piece of equipment. Excluding replacement parts, sole source purchases are discouraged due to the lack of competition which creates the potential for higher prices and terms more favorable to the supplier.

Sole source purchase requests must be documented by memorandum from the requisitioning department. A written quotation or bid must also be obtained by Purchasing Services to substantiate the price, terms, delivery, etc. before an order is committed. All sole source requests are closely reviewed by state and federal auditors.

Small Businesses, Minority Firms

Small business and minority firms are used as suppliers to the extent it is consistent with effective performance policies, particularly in subcontracting under federal contracts.

The University's goal is to increase its percentage dollar volume business completed with such concerns, especially within the state of Washington. A directory published by the state of Washington is available to help identify small business and minority firms.

Vendors providing goods or services to WSU must certify agreement to Executive Order Number 11246, which states a commitment to the active pursuit of equal employment opportunity.

Conflict of Interest

University employees may not participate in purchasing transactions which involve economic benefit to themselves, their immediate families, or businesses with which they are directly associated. See 70.15.

Direct all questions relating to specific transactions which may involve a conflict of interest to the Director of Purchasing Services.

ASSISTANCE

Catalogs, Directories

Purchasing maintains a vendor catalog and source file which include a Thomas Register (a directory of commodities and supplies). Major area telephone directories are also available.

Buyers

The buyers assist departmental personnel in obtaining information about any item.

Employees with departmental purchasing responsibilities are encouraged to discuss questions about purchasing procedures with the buyers. Within state law and regulation and University policy, procedures can be developed to meet special needs, speed purchases and/or cut handling costs.

Purchase Methods

There are several ways to purchase equipment and supplies at the University. The method used depends upon the item and its anticipated use. Refer to the tables above or the Purchasing Table of Contents section 70.00 to find the appropriate procedure.

STATE PURCHASING

Some commodities are bid on one bid for the entire state by the State Purchasing Office. The State Purchasing Office advises WSU Purchasing Services concerning acquisition procedures.

Purchasing Services acquires certain services and commodities from state vendor agencies, e.g., State of Washington Central Stores.

AUXILIARY SERVICES

Purchasing Services has several auxiliary services. These responsibilities are described in subsequent sections of Chapter 70. These services include (but are not limited to) relocating employees, coordinating personal services contracts, and licensing and titling motor vehicles.

SPONSORED PROJECTS

Sponsored project expenditures are subject to the same treatment as state-appropriated funds. The existing State of Washington Purchasing Directives therefore apply to all such purchases. Federal audits have found these guidelines acceptable.

Equipment Screening

Before a requisition is prepared for equipment to be purchased with grant or contract funds, the requisitioning department must review equipment currently available. If the equipment is available, it must not be purchased. See 40.12 and 70.10.

Prior Review

The project investigator and the individual with account expenditure authority are responsible for ensuring that all equipment requisitions to be purchased with sponsored funds are in accordance with University, state, and sponsor policies, regulations, and guidelines.

The following clauses contained in the Federal Acquisition Regulations (FAR) or the Defense Acquisition Regulations (DAR) apply to all federal fund expenditures and are a part of WSU's field order terms and conditions.

Special Terms and Conditions -- Federal Grants
Special Terms and Conditions -- Federal Contracts

The following provisions of the Federal Acquisition Regulations (FAR) apply regardless of the amount of the order.

Anti-Kickback Procedures 52.203-7

Buy American Act-- Free Trade Agreements--Israeli Trade Act 52.225-3

Contract Work Hours and Safety Standards Act--Overtime Compensation 52.222-4

Integrity of Unit Prices 52.215-14(a)(b)

Equal Opportunity 52.222-26

Notice to the Government of Labor Disputes 52.222-1

Preference for U.S. - Flag Air Carriers (for international air travel only) 52.247-63

Restrictions on Subcontractor Sales to the Government 52.203-6

Service Contract Act of 1965, as Amended 52.222-41

Termination for Convenience of Government
(Education and Other Nonprofit Institutions) 52.249-5 (a)-(f)

The following provisions of the Federal Acquisition Regulations (FAR) also apply if the amount of the order exceeds $2,500.

Affirmative Action for Workers with Disabilities 52.222-36

Instructions to Offerors--Competitive Acquisition 52.215-1

The following provisions of the Federal Acquisition Regulations (FAR) also apply if the amount of the order exceeds $10,000.

Affirmative Action for Disabled Veterans, Veterans of the Vietnam Era, and Other Eligible Veterans 52.222-35

Audits and Records--Negotiation 52.215-2

Employment Reports on Disabled Veterans, Veterans of the Vietnam Era, and Other Eligible Veterans 52.222.37

Instructions to Offerors--Competitive Acquisition 52.215-1

Utilization of Small Business Concerns 52.219-8

Notice of Price Evaluation Adjustment for Small Disadvantaged Business Concerns 52.219.23

Walsh-Healey Public Contracts Act 52.222-20

The following provisions of the Federal Acquisition Regulations (FAR) also apply if the amount of the order exceeds $25,000.

Authorization and Consent 52.227-1

Notice and Assistance Regarding Patent and Copyright Infringement 52.227-2

Preference for Privately Owned U.S.- Flag Commercial Vessels 52.247-64

Utilization of Labor Surplus Area Concerns (Reserved) 52.220-3

Utilization of Women-Owned Small Business (Reserved) 52.219-13

The following provisions of the Federal Acquisition Regulations (FAR) also apply if the amount of the order exceeds $100,000.

Clean Air and Water (Reserved) 52.223-1,2

Price Reduction for Defective Cost or Pricing Data--Modifications--Sealed Bidding 52.214-27 or

Subcontractor Cost or Pricing Data--Modifications--Sealed Bidding 52.214-28

NOTE: 52.214-27 applies if cost or pricing data is initially required; if not, 52.214-28 applies to transactions over $100,000.

The following provisions of the Federal Acquisition Regulations (FAR) also apply if the amount of the order exceeds $500,000.

Labor Surplus Area Subcontracting Program (Reserved) 52.220-4

Small Business Subcontracting Plan 52.219-9

Small Disadvantaged Business Participation Program--Incentive Subcontracting 52.219.26

The following provisions of the Federal Acquisition Regulations (FAR) apply when noted:

Filing of Patent Applications--
Classified Subject Matter When subcontract involves classified matters 52.227-10

Hazardous Material Identification and Material Safety Data When subcontract involves hazardous material 52.223-3

Patent Rights--Retention by the Contractor When the subcontract or purchase order involves experimental research and development work. 52.227-11,12

NOTE: 52.227-11 applies to small business and nonprofit organizations; 52.227-12 applies to others.

Representation of Limited Rights Data and Restricted Computer Software When subcontract includes technical data or software acquisition requirements (DOD only)** 52.227-15

Rights in Data--General Same as ** above. 52.227-14

Technical Data Declaration, Revision, and Withholding of Payment--Major Systems Same as ** above. 52.227-21

Required Sources for Jewel Bearings (Reserved) When subcontract or purchase order requires use of jewel bearings. 52.208-1

Security Requirements When subcontract involves access to classified information. 52.204-2

The University reserves all administrative, contractual, and legal remedies against the contractor or vendor who breaches any of the contract terms.

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SECTION TITLE		NUMBER	PAGES	ISSUE DATE
General Purchasing Information		70.01	1-7	12-07
Expenditure Authority		70.02	1-3	10-09
	Form: Expenditure Authority Delegation	70.02	4	11-96
Allowable Purchases (By Program)		70.03	1-2	05-07
Fiscal Year-End Expenditure Deadlines		70.04	1-2	09-06
Interdepartmental Requisition and Invoice (IRI)		70.05	1-5	10-08
	Form: Interdepartmental Requisition and Invoice	70.05	6	04-06
Interdepartmental Blanket Requisitions		70.06	1	12-01
Department Orders		70.07	1-14	09-12
Purchasing Card		70.08	1-17	03-10
	Form: Purchasing Card Application	70.08	18-19	03-10
	Form: Purchasing Cardholder Agreement	70.08	20	03-10
	Form: Roles and Responsibilities Agreement (Purchasing Card Annual Renewal)	70.08	21	03-10
	Form: Departmental Monthly Log Sheet	70.08	22	03-10
	Form: Purchasing Card Change Request	70.08	23-24	04-11
	Form: Purchasing Card Temporary Delegation	70.08	25	03-10
	Form: Purchasing Card Check-Out Log Sheet	70.08	26	03-10
	Form: Missing Document Affidavit (Purchasing Card Transactions)	70.08	27	03-10
	Appendix: Purchasing Card Reconciliation Report Instructions	70.08	28-31	03-10
Expenditure Objects and Subobjects		70.09	1-5	06-12
Departmental Requisition		70.10	1-7	06-12
	Form: Departmental Requisition	70.10	8	06-96
Relations with Vendors and Vendor Representatives		70.11	1	12-84
Trade-Ins		70.12	1-2	04-03
Buying Through Purchasing Services		70.13	1-3	06-12
Receipt, Inspection, and Acceptance of Purchased Goods		70.14	1-6	05-10
University Purchases from State Employees		70.15	1-2	07-05
Payments to Outside Vendors		70.16	1-2	07-00
Using Registered Student Organization (RSO) Accounts		70.18	1-6	06-09
Blanket Authorization Purchases		70.19	1-3	02-10
Confirming Purchases and Employee Purchase Reimbursements		70.20	1-3	05-13
Contracts and Leases for Goods and Services		70.21	1-2	12-07
Alcohol for Laboratory Use		70.22	1	11-03
Purchasing Used Equipment from Outside Vendors		70.23	1	11-11
Acquisition of Computer Equipment, Services, or Software		70.24	1-2	11-11
Purchasing Published Materials		70.26	1-4	06-12
Acquiring a Photocopier		70.27	1-8	03-04
	Form: Photocopier Equipment Request	70.27	9	03-04
	Form: Contractor Fact Sheet	70.27	10	03-04
Ordering Alcoholic Beverages		70.29	1-10	06-10
Buying Meals or Light Refreshments for Meetings		70.31	1-4	07-10
	Form: Request to Serve Food	70.31	5	07-10
Renting Non-Public Facilities for Meetings		70.32	1-2	02-08
Using Discretionary 17A Accounts		70.33	1-8	12-13
Central Stores		70.35	1-4	05-13
Purchasing, Using, and Recycling Multipurpose Paper		70.37	1-4	12-09
Purchasing Advertising		70.39	1-2	12-02
Vehicle Acquisition and Disposal		70.40	1-11	09-12
	Form: Cost/Benefit Analysis	70.40	12	09-11
Tax Exemption Certification		70.42	1-3	10-04
	Form: Tax Exemption Certification	70.42	4	10-04
Personal Services Contracts		70.50	1-8	06-12
Relocation Expense Overview		70.60	1-3	01-13
Employee Household Moves		70.61	1-8	07-10
Taxable Relocation Expenses		70.62	1-3	10-04
	Form: Relocation Expense Request	70.62	4	09-07
The page numbers listed for each section refer to the PDF version of the manual. The issue date refers to the latest revision date for the section.

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WSU departments are to ensure that all transactions which are meant to be borne by the current fiscal year's allocation are completed by the fiscal year-end deadlines.

See 40.03 for expenditure deadlines for grants and contracts (programs 11-14).

Spending Limits

The state of Washington legislature sets appropriations by fiscal year. Appropriations not spent by the end of the fiscal year revert to the state.

Carry Forward

WSU uses local fund flexibility to permit departments to carry forward balances from one fiscal year to the next. The University does not intend for areas to accumulate large year-end balances. Large departmental balances, either positive or negative, cause institutional fund balance problems.

Do Not Carry Forward

NOTE: Some departments receive allocations having legislative or University provisions for their use during a particular fiscal year. Departments must completely spend any such appropriations by the end of the fiscal year or the remainder of the funding reverts to the state or to the University.

Negative Carry Forward Not Permitted

Each administrator is responsible for all budgets within her or his department or area. Overdrafts are considered a serious personnel issue. See 30.21.

DEADLINES

Purchase Requisitions

To help assure delivery by the end of the fiscal period (June 30), submit requisitions to Purchasing for off-campus purchases prior to the following dates:

Supplies and services (object 03) and noncapitalized equipment (object 16)-April 1

Equipment (object 06)-March 1

NOTE: Departments may order goods and services prior to June 30 which are to be charged against the subsequent fiscal period's allocation provided the items/services bear a delivery date of July 1 or later and are accounted for as encumbrances of the new fiscal period.

Departments must comply with the bid process for purchases over $3,000, in accordance with state law. See 70.13.

Controller's Fiscal Year-End Memorandum

By the end of May of each year, the Controller's Office publishes a memorandum which sets the fiscal year-end cutoff deadlines for submitting documentation concerning:

Receipt of goods and services,

Interdepartmental Requisitions and Invoices (IRIs),

Payroll expenditures,

Travel expenses,

Expenditure Transfer Requests (ETRs),

Property inventory, and

Revenue.

See the Controller's fiscal year-end memorandum for further instructions or contact the Controller's Office.

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SPONSORED AGREEMENTS
40.03
Revised 1-92
Reviewed 10-06
Sponsored Programs Services
335-2058 OVERVIEW

Principal investigators are to observe sponsors' expenditure deadlines in order to avoid the possibility of disallowance of items purchased or received near the termination date of agreements. Should a sponsor disallow a purchase, the associated department is responsible for costs incurred.

The following guidelines apply in most circumstances. Principal investigators may contact Sponsored Programs Services for more information; telephone 335-2058.

The following guidelines apply to purchases made from either WSU or external vendors.

EARLY EXPENDITURES

See 40.23 for information regarding advance expenditure authorizations.

DEADLINES

Agreement type and the sponsoring agency's regulations and provisions help define allowable expenditure dates. A principal investigator who does not know what type of agreement he or she has is encouraged to contact Sponsored Programs Services for clarification.

Fixed-Price Agreements

Contact Sponsored Programs Services to ensure that the agreement is a fixed-price agreement.

Allowable expenditure deadlines may be relatively flexible under fixed-price agreements.

Purchase Order Date

The purchase order date for equipment, supplies and services must be within the agreement period.

Services

Services are to be rendered within the agreement period.

If either of the above is not possible, contact Sponsored Programs Services.

Cost Reimbursable Agreements

All expenditures must be for the specific purpose of the agreement. Expenditures must be in accordance with the sponsor's specific regulations, terms, and conditions.

The principal investigator must replace stock items well in advance of the termination date to avoid disallowance.

Purchase Order Dates

Purchase Order dates must not predate the agreement unless specific prior arrangements have been made with Sponsored Programs Services. See also 40.23.

Purchase Order dates must provide enough time for items to be received and used prior to the termination date.

Receipt

Equipment, supplies and services must be received and used within the agreement period. Disallowance is a possibility for supplies and equipment received after or close to the termination date.

Retain documentation relating to receipt of items, e.g., Receiving Report.

Utilization

Failure to utilize consumable supplies within the project period may require:

Prorationing of costs and refund to the sponsor, or

Partial disallowance upon audit, particularly if auditors can demonstrate that items were not used to complete the project.

Project Reports/Results

Funds for project reports or results published after project completion must be encumbered before the termination date.

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INVENTORY RECORDS

The Property Inventory Unit of Business Services/Controller's Office maintains a record of equipment possessed by WSU meeting the criteria for the University's inventory system as indicated below. (RCW 43.19.1917)

Departments maintain records of departmental equipment that meet the criteria for a departmental inventory system as indicated below.

Numbered identification tags are placed upon all inventoried equipment. The identification numbers correlate the tagged items with the records maintained in:

The University Property Inventory System in the Administrative Information System (AIS) (PROPERTY) application,

The Departmental Inventory System in the AIS PROPERTY application, or

A departmental inventory database or spreadsheet.

University (Central) Inventory records are maintained in a mainframe computer file in the University's AIS PROPERTY application.

The recording and tagging system facilitates tracking and periodic review of University equipment.

INVENTORY CRITERIA

University Property Inventory System

An item is added to the University's inventory record if it meets the criteria for capital equipment as defined by the state of Washington and interpreted by WSU Property Inventory. Items tracked in the University Property Inventory System are listed in the AIS PROPERTY application with a record type "P."

Standard University Inventory Criteria

University-inventoried items have the following characteristics:

Cost is $5,000 or more.

Life expectancy exceeds one year.

Nonconsumable; the item does not change form with use.

Additional University Inventory Items

In addition, items that are designated as small and attractive assets from a University-wide perspective must be inventoried in the University Property Inventory System. Such small and attractive assets are inventoried, regardless of cost, and include:

Weapons, e.g., firearms, weapons, signal guns or related accessories.

Microcomputer systems, laptop, notebook, and tablet computers.

Equipment or vehicles that require a license, e.g., motor vehicles, vessels, trailers, aircraft, farm equipment, and heavy machinery. See 70.40.

Items Not Inventoried in the University Property Inventory System

The following items are not usually inventoried in the University Property Inventory System:

Items that are part of a building or structure or are permanently installed in a building and support the operation of the building.

Parts of another capitalized item.

Items that do not meet the University inventory criteria (see above).

Departmental Inventory System

University departments may track assets not meeting the above University inventory criteria (see above) in a departmental inventory system. Generally, departments may record items costing less than $5,000 in a departmentally-maintained inventory system.

Departments may use database or spreadsheet software or the Departmental Inventory System in the AIS PROPERTY application to track such assets. Items tracked in the AIS Departmental Inventory System are listed with a record type "D." Departments are not required to use the AIS Departmental Inventory System application.

Department Small and Attractive Assets

University departments are responsible for identifying assets deemed small and attractive from the department's perspective. Such assets are items that do not meet the criteria for small and attractive assets required to be tracked in the University Property Inventory System. Examples include cameras, desktop computers, optical devices, recording devices, etc.

Departments should ensure that appropriate procedures are in place to monitor and safeguard departmental small and attractive assets. Departments are responsible for tagging, inventorying, and tracking the items (see below). The annual risk evaluation (see 10.04) includes questions regarding the management of small and attractive assets.

AIS Access

The department equipment coordinator accesses the online Departmental Inventory System application through the AIS PROPERTY application. (See "Equipment Coordinator" below.) See 85.33 to request access to AIS applications.

Tags and Numbers

The department identifies new items added to the departmental inventory system by affixing bar-coded inventory tags purchased from University Stores; University Stores item #51251. (NOTE: If an asset was previously tracked in the University Property Inventory System, the department may use the old number and tag to track the item in the departmental inventory system.)

Inventory and Tracking

Departments should periodically perform a physical inventory to reconcile the actual assets with the items tracked in the departmental property system.

The department is responsible for disposing of obsolete assets (see 20.76) and removing the items from the departmental inventory system. See below regarding disposal of inventoried (tagged) items.

INVENTORY MANAGEMENT

The sections below apply to all inventoried (tagged) property whether the property is maintained in the University Property Inventory System or in a departmental property inventory system.

Responsibility

The department chair (or equivalent administrator) is accountable and responsible for all equipment assigned to the unit. For this reason, a new department chair should conduct a physical inventory of all departmental equipment soon after assuming the position.

EXCEPTION: A designated Accountable Property Officer is responsible for federal excess equipment. See 20.78.

Organizational Changes

IMPORTANT: If a unit is moved to a new organizational area or if a new organizational unit is created, the responsible department is to notify Property Inventory by memorandum.

Personal Use

University property may not be used for private purposes. The department chair may not authorize the loan of equipment to an individual for private use. Likewise, an individual may not borrow University equipment for private use. See 20.35 and 20.37.

Equipment Rental

With the approval of the responsible principal administrative officer, the department chair may request that the central administration authorize rental of equipment items not needed in University operations. See 20.40.

Equipment Coordinator

The department chair designates one or more individuals as equipment coordinators and notifies Property Inventory and Surplus Stores in writing. The notification includes the equipment coordinator's department, e-mail address, and telephone. Responsibilities of equipment coordinators are outlined in this section.

The department chair also submits an AIS Access Request to the Property Inventory supervisor requesting that the equipment coordinator be given access to the PROPERTY application. The department chair notifies Property Inventory and Surplus Stores each time a new equipment coordinator is chosen.

When an appointed equipment coordinator is off work for an extended period (longer than one month), the department chair chooses a temporary equipment coordinator and notifies Property Inventory. Property Inventory is notified again when the appointed equipment coordinator returns.

REVIEW OF RECORDS

Departmental personnel may review unit inventory records by directly accessing the data by computer terminal.

Computer Inquiry

Departmental personnel may access records by location, department, account number, inventory number, item number, purchase order number, or serial number. Complete procedures in 85.33 to acquire AIS computer inquiry and/or update capabilities.

Data Download

Departmental equipment coordinators may contact Property Inventory to request access permission to use the Departmental Data Download function of the PROPERTY application. The Departmental Data Download function allows equipment coordinators to download records from the University and Departmental Property Inventory Systems.

UPDATE OF INVENTORY RECORDS

Additions or changes to inventory records may be done in two ways. Property Inventory staff may make the changes in the AIS PROPERTY application for the department or department personnel may make the changes in the system themselves. See below.

Changes Input to PROPERTY

By Property Inventory Personnel

Departmental personnel complete and route an Inventory Control Report form to Property Inventory to have Property Inventory update unit records in the University inventory system . See the sample in the PDF version of 20.50.5. Access the form by going to the PDF template on 20.50.15.

By Departmental Personnel

If departmental personnel directly update University inventory records in the AIS Property Application, completion of Inventory Control Reports is not required. See 85.33 for AIS access authorization procedures.

NOTE: Departmental personnel may directly update building, room, location, manufacturer, serial number, and model number information in AIS Property. To update area, department, or unit information, departmental personnel must complete Inventory Control Reports.

Moving Equipment

To record location changes for University-inventoried equipment that do not involve a transfer between administrative units, either directly update the description in the online AIS Property application or complete an Inventory Control Report.

If using the Inventory Control Report, check the Transferred To blank and send the completed and signed form to Property Inventory.

Departments may record location changes for departmental inventory equipment that do not involve a transfer between administrative units in the applicable departmental inventory system.

Alternative Procedure for Monitoring University Inventory Items

The department chair (or equivalent administrator) may request approval to implement an alternate tracking procedure to monitor locations of University-inventoried department equipment. The administrator routes a description of the proposed procedure to the University Property Inventory Manager. After approval, the department is fully responsible for accurately tracking equipment items.

Moving Equipment Off Campus

University equipment is occasionally moved to off-campus locations for the completion of official business. Equipment is also moved off campus when rented to non-University users.

NOTE: Employees may not make private use of any University property which has been removed from WSU facilities, even if there is no cost to the University. See 20.37. (WAC 292-110-010(5)(b))

Long Term

If a University-inventoried item will be off campus for at least a week, use the online AIS Property application to update the location field and add comments as necessary. Update the record again once the item is returned to campus.

Departments may record location updates for departmental-inventoried items in the applicable departmental inventory system.

No Computer Access

To record off-campus moves of University-inventoried equipment without computer access, complete an Inventory Control Report as soon as the item leaves and again as soon as the item is returned to campus.

Short Term

For moves of less than a week, the department is responsible for recording and monitoring equipment location.

Acquisitions

Departments acquire property through purchase, fabrication, gift receipt, transfer, and federal excess property programs. Equipment meeting the criteria for University-inventoried equipment is to be recorded in the University Inventory System. (See above.)

Purchases from Outside

Property Inventory reviews daily expense reports for equipment that should be inventoried in the University inventory system.

When such items are noted, Property Inventory sends a Property Inventory Card and a tag with a corresponding number to the appropriate equipment coordinator.

Fabricated Equipment

The need to fabricate an asset comes about when the equipment does not already exist or additional functionality needs to be added to an existing piece of equipment. Certain criteria must be met in order to fabricate equipment. See 40.12.

The departmental equipment coordinator notifies Property Inventory of the intent to fabricate equipment. The department forwards information on all purchases to Property Inventory, including:

Purchase order numbers,

Purchasing card transaction numbers, and

Charges from any WSU departments.

Property Inventory issues an inventory number and tag and continues to add purchase costs until the piece of equipment is finished.

The Business Services/Controller's Office recommends that Purchasing add the inventory number in the comments sections on all purchase orders and purchasing card transactions in order to help capture all costs.

As the costs to fabricate the equipment are incurred the charges not already capitalized are reclassified to equipment through the journal voucher (JV) process. Indirect cost is automatically adjusted when each JV is processed.

Gifts

Departments receiving donated equipment that meets University inventory criteria (see above) send a Gift Transmittal form to University Advancement with a copy to Property Inventory. See 30.70. Property Inventory sends a Property Inventory Card and tag to the equipment coordinator.

Acquisition of Federal Excess Property

Report inventoriable items acquired through federal excess property programs to Property Inventory. See 20.78.

Property Inventory Card

The equipment coordinator adds or corrects the following information on a Property Inventory Card (see sample in the PDF version of 20.50.5) for each University-inventoried item. Use a ballpoint pen or type.

All sections of the form must be completed, including:

Building--Where the item is normally kept. Enter the complete name of the building.

Room--Where the item is normally kept.

Location--Use this field for the responsible individual's name.

Manufacturer

Serial No.

Model No.

Remove one copy and place it in departmental files. Retain this copy until the item is disposed of or transferred. See disposal and transfer procedures in this section.

The remaining copy is returned to Property Inventory within 10 working days of receipt.

Placement of Inventory Tags

The equipment coordinator is responsible for placing inventory tags on each University-inventoried equipment item indicated on a Property Inventory Card and on each departmental-inventoried equipment item.

The equipment coordinator makes sure the surface is clean before he tag is installed. Tags will not stick to dirty or greasy locations.

If a tag assigned to a University inventory item is damaged or rendered unusable it should be returned to Property Inventory which issues a replacement tag. Contact University Stores regarding replacement of a damaged or unusable tag purchased for a departmental inventory item.

The coordinator places tags in similar locations to make future inventory checks easier. Tags are placed as follows:

Electrical equipment -- Near the manufacturer's name plate.

Laptop computers -- Near the manufacturer's name plate. Usually on the back or bottom of the computer.

Questions

Those having questions about tag placement should telephone Property Inventory.

When Tags Cannot Be Used

When an inventoriable item is too small to tag, when placement of the tag on the item would hinder operations, or when exposure to weather would cause a tag to come off:

Place the tag on the departmental copy of the Property Inventory Card or applicable documentation for an item logged into the departmental inventory. File the tagged card or documentation with the department's inventory records.

Write NO TAG on the copy of the card which is returned to Property Inventory for a University inventory item.

If possible, etch the inventory number onto the item. An etching tool is available for check out from the WSU Police Department.

Removal

Personnel are not to remove WSU inventory tags unless specifically authorized by Business Services/Controller's Office personnel.

Immediate Tagging of University Inventory Items

If an equipment coordinator wishes to tag a University-inventory item immediately after acquisition, he or she may obtain a Property Inventory Card and inventory tag directly from Property Inventory in the Business Services/Controller's Office, French 240, campus mail code 1025.

If the new acquisition is a purchase from an outside vendor, the equipment coordinator provides Property Inventory with a copy of the field order (purchase order) or packing slip/invoice.

For gifts, the equipment coordinator routes a Gift Transmittal to Advancement Services and Property Inventory. See 30.70.

Transfers Between Departments

The following discussion applies to the transfer of state-owned equipment only. Refer to 20.78 for instructions regarding federal excess equipment. Contact Sponsored Programs Services for instructions regarding transfers of equipment owned by grant or contract sponsors.

Online Transfer

Departments having computer access to the AIS PROPERTY application may request authorization to directly transfer equipment between subsidiary units. Request authorization on an AIS Access Request (see 85.33).

Transferring Department

The equipment coordinator completes and signs an Inventory Control Report. See sample on 20.50.5.

After retaining a copy for departmental files, route the Inventory Control Report and the department's copy of the Property Inventory Card to the recipient department.

EXCEPTION: Each transfer to Surplus Stores requires that an online Surplus Disposal Request (SDR) be processed at:

https://myfacilities.wsu.edu

See 20.76.

Recipient Department

The equipment coordinator indicates receipt of the item by signing the appropriate signature block on the Inventory Control Report.

The equipment coordinator enters the current equipment location under Building/Room No. column.

The coordinator retains a copy and sends the original of the Inventory Control Report to Property Inventory, French 240, mail code 1025.

Deletions from Inventory

Disposal of State-Owned Equipment

Generally, all equipment donated to or purchased by the University, regardless of funding, is considered to be state-owned equipment. Items which are damaged, obsolete, or otherwise considered unnecessary or unusable may be disposed of as indicated below.

Departments are reminded that University property may not be transferred to an individual or used for private purposes. (See above.)

Disposal of Inventoried (Tagged) Items

It is the department's responsibility to determine if their items are on University inventory or departmental inventory. (NOTE: Some untagged items may be included on the University inventory or the departmental inventory. See "When Tags Cannot Be Used" above.)

University- or departmental-inventoried (tagged) items which are damaged, obsolete, or otherwise considered unnecessary or unusable may be disposed of by one of the following methods:

Transferring the item to Surplus Stores. Surplus Stores may scrap, destroy, or resell the item. See 20.76. This action results in the deletion of the item from the University inventory, as applicable. (See below.)

To transfer an item to Surplus Stores, the owning department submits an online Surplus Disposal Request (SDR) at:

https://myfacilities.wsu.edu

Selling or transferring the item to another University department. See 20.80.

Removing serviceable parts from the item for use in other equipment of the same kind after receiving approval from Surplus Stores to do so. The department must contact Surplus Stores for a Property Destruction Certification form and submit an online SDR at:

https://myfacilities.wsu.edu

(In such cases involving a University-inventoried item, Surplus Stores notifies Property Inventory of the deletion from the University Property Inventory System.)

NOTE: Each inventoried (tagged) item disposed of must be accounted for by one of the above methods.

Deleting Items From University Inventory

Surplus Stores provides an automated report with a list of University-inventoried items to Property Inventory. (University-inventoried items are tracked in AIS PROPERTY with a record type "P.") Property Inventory personnel only delete record type "P" items from AIS PROPERTY after notification by Surplus Stores.

Deleting Items From Departmental Inventory

Departments are responsible for deleting departmental inventory items from the AIS PROPERTY application (items with a record type "D") or from the departmental inventory database or spreadsheet.

Disposal of Noninventoried (Non-Tagged) Equipment

Departments must dispose of noninventoried (nontagged) items which are damaged, obsolete, or otherwise considered unnecessary or unusable through Surplus Stores. EXCEPTION: Surplus Stores may not accept some items. For examples of items not accepted, go to:

http://facops.wsu.edu/Surplus/sur_disposal.htm

For questions, contact Surplus Stores; telephone 509-335-4630; or e-mail to surplus@wsu.edu.

To route noninventoried items to Surplus Stores, the owning department submits an online SDR at:

https://myfacilities.wsu.edu

See 20.76.

Surplus Stores disposes of the items in the most efficient method; e.g., recycle, surplus sale, trash. Surplus Stores does not individually track non-tagged items received for disposal.

Trade-ins with Outside Vendors

The department must provide Surplus Stores with an opportunity to sell a University-owned item before the item may be used as a trade in. See 70.12 for trade-in procedures.

Loss of Equipment

Immediately report the loss by telephone to the local police department with jurisdiction. On the Pullman campus notify WSU Police.

Complete and route an Inventory Control Report to Property Inventory with a copy to the Office of Internal Audit. If the loss occurred on the Pullman campus, route a copy to the WSU Police.

If the property is federally owned or was acquired with federal funds, check the FEDERALLY-OWNED box near the top of the form.

If the lost item is not located within twenty working days, Property Inventory initiates procedures to formally remove the item from the department's inventory.

Transfer or Disposal of Federal Excess Equipment

See 20.78.

Transfers to Other Institutions

The table below sets forth transfer possibilities for equipment purchased under various University programs.

EQUIPMENT TYPE SUPPORTING PROGRAMS TRANSFER OPTIONS

State-owned 01-10, 15-16, 19, 84A, 86A Must be sold to recipient institution at current market value. Contact Surplus Stores (see 20.76).

Purchased with donated monies or donated as an in-kind gift 17A Considered to be state-owned equipment (see above) unless otherwise stated in writing by the donor.

Agency equipment 17C Transfers are at the discretion of the funding organization.

Purchased with a sponsor's funds or acquired from a sponsor 11-14 See 40.16 for transfer procedures.

Physical Inventory

Each department completes a physical count of inventoriable equipment once each two years.

Notification

Property Inventory notifies the appropriate administrator by memorandum when an inventory count is due from the unit.

University Inventory Property List

Property Inventory issues the department a computer listing of University-inventoried equipment. The department is responsible for generating a listing of equipment recorded in the departmental property inventory.

The department chair (or equivalent administrator) assigns an individual the responsibility of checking each listed item against equipment possessed by the department.

The equipment coordinator enters exceptions online in the AIS PROPERTY application and/or the applicable departmental inventory system. Exceptions not updated online regarding University inventory items are reported to Property Inventory by memorandum submitted with the signed listing of equipment.

Signature

The individual who completes the physical inventory signs the upper left-hand corner of each page of the computer listing of University-inventoried equipment. The responsible chair or equivalent administrator signs the certification statement at the end of the listing.

Deadline

The department is responsible for returning the completed and signed listing of University-inventoried equipment within 45 working days of the date the inventory request was received from Property Inventory.

EQUIPMENT ACQUIRED ON SPONSORED PROGRAMS (11-14)

See also 40.12 and 40.13. See 20.78 for information about federal excess equipment.

If title vests with the state of Washington, the procedures applying to state-owned equipment described above are followed.

If title vests with the federal government, Property Inventory issues federal inventory tags and WSU inventory tags for all equipment meeting the University's definition standard inventory criteria above. The department is responsible for ensuring that both types of tags are installed according to the above procedures.

Furnished Federal Property (Government-Owned)

If the property is furnished by a federal agency or a third party for use on a federal grant or contract and the title vests with the federal government, the item must be inventoried regardless of value or cost. The department is responsible for notifying Property Inventory when such an item is received. The department affixes a WSU property tag and a federal property tag if one is provided.

Physical Inventory

Certain federal sponsors require a regular (usually annual) physical inventory of equipment purchased under the agreement or furnished by the federal government. Many sponsors also require a physical inventory at the project's termination.

Sponsored Programs Services prepares a list of accountable equipment and sends it to the responsible department administrator.

The chair or equivalent administrator is responsible for verifying location, condition, and serial and model numbers. The administrator is also responsible for verifying that WSU and federal inventory numbers are affixed.

The chair or equivalent administrator indicates any corrections to the list and signs and returns the list to Sponsored Programs Services. The administrator is to return the signed and corrected list within 14 working days of the issue date.

Sponsored Programs Services requests each subcontractor to provide a list of federal property acquired or furnished under the subcontract.

Property Reports

Sponsored Programs Services prepares and submits to the sponsor or agency any required property reports in accordance with agency or sponsor deadlines.

Disposition of Equipment at Project Termination When Title Vests with Sponsor

After the final physical inventory is completed, Sponsored Programs Services usually requests that the sponsor transfer the title.

If the sponsor approves the transfer, Sponsored Programs Services personnel notify the responsible equipment coordinator. The equipment coordinator removes the sponsor's markings from the equipment.

If the sponsor does not approve the transfer, Sponsored Programs Services requests disposition instructions from the sponsor.

See the PDF form:
20.50.15: Inventory Control Report
Complete and/or print as needed.

70.40_Vehicle_Acquisition_and_Disposal.htm

Posted in:PURCHASING

version 0 ([revision_count] revisions)

Posted on January 06,2014 by jeremy.bass

PDF link

This policy sets forth University requirements regarding the acquisition of vehicles.

In addition to acquisition of vehicles, this policy also establishes responsibilities and procedures which WSU departments must follow to ensure proper inventory tracking, maintenance, and disposal of University vehicles.

Cost/Benefit Analysis

Each department should consider performing a cost/benefit analysis before deciding whether or not to purchase or lease a vehicle. There are a number of options available, including monthly or annual vehicle rental from the Motor Pool. The cost/benefit analysis assists the department with determining which option is the most cost effective.

A Cost/Benefit Analysis form is available on 70.40.12. (Refer to the sample in the PDF version of 70.40.2.) The department may contact the Motor Pool Director and Purchasing Services to assist with this analysis.

Acquisition

The acquisition of all University vehicles is processed through Purchasing Services. (See below for vehicle definitions.) All vehicles with an expected cost over the direct buy limit are bid according to University policy or purchased on state contracts. See 70.10 and 70.13.

License and Title

WSU departments are responsible for obtaining applicable licenses and titles for vehicles, as required by the Washington State Department of Licensing. See below regarding license and title exceptions for farm equipment and heavy machinery. Departments must obtain licenses and titles through Purchasing Services.

WSU departments should refer to SPPM 7.10 concerning vehicle insurance.

Definitions

University Vehicle

For the purposes of this policy, a University vehicle is any vehicle owned by the University or leased by duly-authorized University employees or departments. A University vehicle is used for official University business to transport people or property on roads, highways, waterways, or University property. See below and SPPM 7.10.

Motor Vehicles

Motor vehicles include any vehicle used on public highways, e.g., automobiles, trucks, vans, motorcycles.

Vessels

Vessels include vehicles used on waterways, e.g., houseboats, motor boats, sailboats, jet skis, racing/rowing sculls.

Trailers

Trailers include unpowered vehicles used for transporting vehicles, boats, equipment, or other items.

Aircraft

Aircraft include flying vehicles, e.g., small planes, small jets, helicopters.

Farm Equipment and Heavy Machinery

Farm equipment and heavy machinery include vehicles used in farm or construction operations, e.g., combines, tractors, hay bailers, cranes, backhoes.

NOTE: These vehicles may be used on open roads within 15 miles of the point of departure. If these vehicles travel more than 15 miles on the open road, departments must purchase a Farm Exempt decal with the vehicle license from the Department of Licensing.

The state of Washington does not require titles or licenses for many types of farm equipment and heavy machinery. However, if the acquisition cost is more than $5000, departments must add the equipment and/or machinery item into the University's Property Inventory system. See 20.50 and below.

VEHICLE ACQUISITION

Vehicles may be acquired through purchase, state or federal surplus, lease, or donation. Purchasing Services orders vehicles and establishes contracts for leased vehicles. The department sends an approved Departmental Requisition and the requested vehicle specifications to Purchasing Services.

Departments may not use purchasing cards or Department Orders to acquire vehicles.

New and Used Vehicles

A state contract offering a wide range of new vehicles is available.

To view the state contract, see the Department of Enterprise Services Contracts website at:

http://www.ga.wa.gov/Purchase/contracts.htm

If the cost of a new vehicle is to be reduced by trade-in of a University-owned vehicle, the department must include the following information on the Departmental Requisition:

Make

Model

Year

Vehicle identification number (VIN) of the trade-in vehicle

WSU inventory number of the trade-in vehicle

The Surplus Supervisor must approve all proposed vehicle and equipment trade-ins to ensure adequate trade-in value. See also 70.12 regarding trade-ins.

Surplus Vehicles

Federal and state surplus inventories may offer low-cost vehicles suitable for some departmental requirements. The department must send the approved Departmental Requisition or an e-mail from the authorized expenditure authority to Surplus Stores, which works with the department to acquire surplus vehicles.

The department must notify Property Inventory by e-mail or campus mail when acquiring a federal or state surplus vehicle. The department must include the following information in the written notice to Property Inventory:

Make

Model

Year

Vehicle identification number (VIN) of the surplus vehicle

Value of the surplus vehicle

Donated Vehicles

To acquire a donated vehicle, the department must complete a Noncash Gift Transmittal and Acknowledgement to report an in-kind gift. The department must obtain verification of the value of the vehicle from a car dealership or other appropriate valuation source.

The department routes copies of the Noncash Gift Transmittal form and the vehicle value verification to the Gift Accounting division of the WSU Foundation and the Property Inventory Section of the Controller's Office. See 30.70 for gift transmittal form instructions.

Property Inventory

All licensed vehicles must be added into the University's Property Inventory system and affixed with an inventory number tag, regardless of cost. All vehicles, farm equipment, and heavy machinery with an acquisition cost that exceeds $5000 must be inventoried and tagged. See 20.50 and below.

Title and License Overview

The department must apply for the title and license, if required by the Washington State Department of Licensing, as soon as vehicle is received. The department must submit all documentation pertaining to the purchase to Purchasing Services with a Departmental Requisition to cover the title and license costs. (See 70.10.)

Purchasing Services reviews and ensures that all submitted paperwork is complete and issues a check payable to the Department of Licensing (DOL). The department takes the check to the DOL and obtains the license and registration.

See below regarding the procedures for completing the required documents to obtain the title.

Titling and Exempt Licensing

As a state agency, the University is exempt from paying annual licensing fees on most vehicles. Contact Risk Management for exceptions. License plates issued to the University indicate exempt status. The license fee and any related charges are one-time costs.

APPLYING FOR TITLE

To apply for vehicle titles, departments must complete and submit the following documents, as appropriate, to the offices indicated below.

All Vehicles

Departmental Requisition

A departmental representative sends a completed Departmental Requisition to Purchasing Services along with any other pertinent documents indicated in this section.

See 70.10 for general instructions regarding the Departmental Requisition form. See the PDF version of 70.40.7 for a completed example.

Under Item, include the vehicle identification number (VIN), year, make, model, and original purchase order number.

Under Vendor Names, indicate the Department of Licensing.

Contact Purchasing Services for the current schedule of fees and related charges.

Vehicle Title Application

The department must complete and submit a Vehicle Certificate of Ownership (Title) Application to Purchasing Services. The vendor usually provides the title application. If not, the department may obtain a blank application from Purchasing Services or from the DOL website at:

http://www.dol.wa.gov/forms.html

If the University owns the vehicle, enter Washington State University in the first Name field under New registered owner and Risk Management/Department name in the second Name field. ("Department name" is the name of the department that purchases and includes the vehicle on the departmental property inventory list.) Enter the University's UBI number (358000328) under First owner's Washington driver license, ID card, or UBI number. In the Name field under New legal owner or lienholder, place the words "SAME AS ABOVE." See example below.

Review the title application prepared by the vendor to ensure that it lists the required information correctly, including the purchasing department name. Purchasing Services must review, sign, and have all title applications notarized.

To view a sample title application, see the PDF version of 70.40.6.

10.05_Organizational_Directory.htm

Posted in:ORGANIZATION

version 0 ([revision_count] revisions)

Posted on January 06,2014 by jeremy.bass

OVERVIEW

WSU's online organizational directory (WSUORG) provides the following information regarding University organization units:

Name

Location

Address

Supervising unit

Supervising officer

Primary administrative unit

Organization number

Contact for purchasing transactions

The University uses this information for Mailing Services' address system and other business functions.

WSUORG is an online Administrative Information Systems (AIS) application. See 85.37 for general information regarding AIS applications.

Requirements

Not all organization units are necessarily included in WSUORG; however, an organization unit meeting one or more of the following conditions must be listed:

The unit initiates purchases supported by University accounts. Purchases may be from University or non-University vendors.

The unit receives deliveries of University materials. This may be as a subunit of a unit actually making purchases.

The unit sells goods and/or services to other organization units (see also 30.15).

The unit provides approved University academic instruction.

The unit is the appointing department for University employees (see also 60.25).

The unit manages University property (see also 20.45 and 20.50).

The unit manages at least one University account administered through the Controller's Office (see also 30.02).

The unit borrows materials from WSU Libraries.

Reviewing Data

Access WSUORG to review information regarding a University organization unit.

Changing Data

Each Unit

Each organizational unit may directly update:

Address information for the unit, and

The unit's purchasing contact. (The purchasing contact as recorded in WSUORG serves as the default for purchasing transactions tracked by the online Purchasing, Accounts Payable, Receiving (PAPR) application.)

Human Resource Services

Human Resource Services initially adds units to WSUORG and makes subsequent changes only to that information which has been identified as requiring administrative approval to change, e.g., supervising unit and primary administrative unit.

Other AIS Applications

If a change in the WSU organizational hierarchy requires additions or changes to WSUORG, other AIS applications may also need to be updated, e.g., Master Account Table, Property Inventory. Users should check other applications and make or request updates as necessary.

ADD OR CHANGE WSUORG INFORMATION FORM

General Information

To add a unit or to make changes requiring administrative approval, submit an Add or Change WSUORG Information form to Human Resource Services.

Copy the master form on 10.05.6 to obtain supplies of the form.

To request a change, enter only new information which replaces existing incorrect information. If the existing information for a data element is correct do not make an entry in that space.

To add a new organizational unit enter all items, including address.

Numbers below refer to numbered spaces on the form. Not all spaces are numbered. Form spaces not described are considered self-explanatory.

Some fields accept only a specified number of characters. The character limit (if applicable) is shown on the form after the title of the space or field.

Add or Change

Check either Add or Change to request action.

Unit Identification

When a new unit is added the computer system assigns an Organization Number which identifies the unit. This number is also referred to as the department number, WSU number, ORG number, and WSUORG number.

To change existing information, enter the unit's Organization Number or the Name Abbreviation as shown in WSUORG.

Unit Name (8)

Complete this space to add an organizational unit or to change Unit Name.

Enter an appropriate name for computer-generated reports and mailings. (This name is a shorter version of the Official Unit Name in space 15.)

Name Abbreviation (9)

Users of Administrative Information Systems can use Name Abbreviation to locate information about business transacted regarding the unit.

Complete this space to add an organizational unit or to change Name Abbreviation.

Select a meaningful designation which is a unique abbreviation for the unit. Check name abbreviations in WSUORG to avoid duplicating an existing abbreviation.

Unit Location (10-12)

These spaces identify the unit's location. Unit location distinguishes between similarly-named organizations.

Complete these spaces to add an organizational unit or to change unit location in WSUORG.

County Code or County Name

Enter either County Name or County Code. County codes for the state of Washington are the first two digits of the codes found in 60.25. For all units located outside of Washington, specify "out of state" as county name or enter "0" as county code.

City or State

Enter either the city (or the area) or the state (or the country). Completing both fields is optional.

Unit Administrator and WSU ID Number (13-14)

Complete these spaces to add an organizational unit or to change Unit Administrator.

Enter the name of the unit's designated supervising officer.

Enter that officer's WSU ID number.

Official Unit Name (15)

Complete this space to add an organizational unit or to change the Official Unit Name.

Enter the official name in upper/lower case exactly as it should appear on a formal report.

Name Used for Alphabetic Sort (16)

Complete this space to add an organizational unit or to change Name Used for Alphabetic Sort.

Enter the unit name as it would appear in an alphabetized list of unit names. For example, College of Pharmacy becomes Pharmacy, College of.

Supervising Unit (17-19)

Complete these spaces to add an organizational unit or to change information about the unit's reporting relationship.

Enter the name of the unit responsible for supervising the unit.

Enter the name abbreviation and/or the organization number for that unit. This information is available in WSUORG or from the supervising unit.

Primary Administrative Unit Identifier (20-21)

Complete these spaces to identify one of the following primary administrative units associated with the requesting organizational unit:

An academic college;

An administrative vice presidential area; or

A primary campus area.

NOTE: The primary administrative unit identifier does not replace the financial area, but is intended to support organizational relationships for reporting purposes.

Enter the name of the unit responsible for primary administration of the requesting unit.

Enter the organization number for the primary administrative unit. This information is available in WSUORG or from the supervising unit.

Signature of Requesting Administrator (22)

The official submitting the request signs the form.

Administrative Approval (23)

The appropriate dean, director, or other principal administrative officer signs the request to authorize additions or changes to the University directory.

Address Information (24-30)

A unit may have one or more addresses. A specific address may be used for various University purposes and activities.

An address includes physical location and/or telephone.

After Human Resource Services initially adds the unit to the directory the unit may add addresses or make changes as necessary by using a computer terminal.

Street or Post Office Box Building or Complex

This address is the specific site of the unit. For example, for a unit located at a branch campus a street address in Street or Post Office Box Number might be appropriate whereas, in Pullman, a building and room number in Building or Complex would be appropriate.

City

Include the name of the city for each physical address.

State

Use the two-character U.S. Postal Service abbreviation for state or U.S. territory.

ZIP Code

ZIP code is the standard five-digit U.S. Postal Service ZIP code and optional PLUS-4 ZIP code. For all domestic mailing addresses, indicate the five-digit ZIP code. For all Pullman campus addresses, also enter the mail code assigned by Mailing Services.

International Address

Include the name of the foreign country. Foreign state may be added if available. Enter any applicable foreign mail code in this field. The mail code should not precede the country name.

Telephone

Include a telephone number associated with the physical address or with the headquarters of the organizational unit as appropriate.

Include the area code and the telephone number for the organization unit. The number may include an extension.

ROUTING

Route the Add or Change WSUORG Information form to the appropriate dean or director.

If the request is approved, the dean or director routes one copy of the approved form to Human Resource Services, mail code 1014.

See the PDF form:
10.05.6: Add or Change WSUORG Information
Complete and/or print as needed.

20.45_Real_Property_Management.htm

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OVERVIEW

This section provides policy and procedures for processing University real property transactions.

Real Estate Office

All transactions involving University real property are processed for the University by the Real Estate Office. The Real Estate Office is located in French Administration 242.

Such transactions include, but are not limited to:

Acquisitions of real property by the University, including gifts.

Dispositions of University real property, including sales and exchanges.

Lease of University real property.

Lease of non-University real property by the University.

Acquisition, grant, or release of easements.

Acquisition, grant, or release of water, oil, timber, or mineral rights.

Acquisition, issue, or release of right-of-ways.

Vacation of streets associated with real property.

Records

The Real Estate Office is responsible for creating and maintaining accurate inventories of University real estate. The Real Estate Office forwards such inventory records to General Accounting in accordance with University recordkeeping requirements. The Real Estate Office is also responsible for maintaining records of all real estate transactions.

PROPERTY PURCHASE/LEASE

Proposal

The Real Estate Office, a dean, or a vice president may propose that the University purchase or lease real property and then seek assignment of that property. The proposing college via the dean or nonacademic department via the vice president submits the justification to the Real Estate Office.

Real Estate Office

The Real Estate Office coordinates proposals to purchase, sell, or lease real property and forwards the proposals to the Vice President for Business and Finance for evaluation and further consideration.

Approval

The Vice President for Finance and Administration approves real property purchases or leases under a delegation of authority from the President. The Board of Regents approves all purchases or leases of real property for which delegation has not been given.

PROPERTY SALE/LEASE

The Real Estate Office, a dean, or a vice president may propose that the University sell or lease to others real property owned or controlled by the University. The proposing college via the dean or nonacademic department via the vice president submits the justification to the Real Estate Office.

The Real Estate Office forwards the sale or lease proposal to the Vice President for Finance and Administration for evaluation and further consideration.

Approval

The Vice President for Finance and Administration approves real property sales or leases under a delegation of authority from the President. The Board of Regents approves all sales or leases of real property for which delegation has not been given.

PROPERTY ASSIGNMENT

The Vice President for Finance and Administration assigns University real property to deans and vice presidents for specified operations, research, space needs, and initiatives.

The Vice President for Finance and Administration makes assignments of University real property after considering recommendations from involved committees, colleges, vice presidents, and deans.

The Vice President for Finance and Administration may review and change assignments based upon University operating policies, and academic and nonacademic objectives.

PROPERTY REVIEW

In accordance with Board of Regents' policy, the Real Estate Office periodically reviews University real estate holdings to determine whether or not:

Each University property is serving the purpose originally intended;

Any University property may be disposed of;

Any University property may be put to better use.

If the Real Estate Office identifies property which may be disposed of or put to better use, the office notifies the college dean or the vice president of the area to which the property is assigned. The Real Estate Office seeks the administrator's input concerning the use or disposal of the property before submitting a proposal to the Vice President for Finance and Administration.

58.01_Position_Control–Summary.htm

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POSITION CONTROL
58.01.
Revised 5-97
Reviewed 8-06
Position Control
335-9682 and 335-9187
OVERVIEW

Position control is the process of creating and modifying positions within WSU's Higher Education Payroll Personnel System (HEPPS). The Office of Position Control processes position transactions.

Position/Position Number

A position is a specific set of duties and responsibilities that are identified and assigned to a position number.

Account Assignment

A department assigns accounts to positions using Position Action or Expense Assignment Action forms.

Permanent assignment changes affect allocation, base, and expense accounts. Temporary assignment changes affect expense accounts only.

See definitions for allocation, base, and expense below for additional information.

Appointment

A department appoints an employee to a specific position or positions. The appointment of an employee is a personnel function, and is not administered by Position Control.

NOTE: Changes to positions (changes in salary, term, FTE, etc.) often affect employees or their appointments and may also require the preparation of personnel actions. See 60.25 for details.

WHAT FORM TO USE

Position Action

Use a Position Action (PA) for position related transactions, e.g., a change of position, title code, term, or area. Also use this form for permanent changes to the assignment of accounts. See 58.02.

Expense Assignment Action

Use an Expense Assignment Action (EAA) for temporary changes to the assignment of accounts. See 58.03.

Position Identifying Description

Use a Position Identifying Description (PIDD) for name changes only. See 58.04.

DEFINITIONS

Academic Year

The nine-month period (or term) that coincides with WSU's academic school year, generally used in reference to faculty and assistants only.

Accrual

The difference between the allocation and expense for a position calculated on a pay cycle basis.

Allocation

The amount of funding permanently budgeted to a position for the current fiscal year. The allocation is adjusted for permanent changes that occur during the year.

Allocation Adjustment

A change to a position's permanent funding.

Annual Year

The 12 month period that coincides with WSU's fiscal year (July 1 - June 30).

Base

Also referred to as Permanent Budget Level (PBL). Base is similar to allocation except that base reflects the annualized impact of transactions that have occurred during the year, e.g., percent changes, salary changes. Base is often thought of as "next year's allocation."

Base Value or Base Rate

The full time salary amount assigned to a position, not including stipends or differentials.

Cycle Start Date

The date (month and day) which is the first day within a fiscal year that a specific cyclic year for a position begins.

Cyclic Year

A period of time (or term) that is less than one full year. It is usually expressed in months, e.g., 9.50 or 10.00.

Differential/Stipend

A compensation supplement to the base salary for specific additional duties, nonstandard work shift or nonstandard work place, e.g., chair duties, administrative stipend, required multilingual ability, shift differential, or location differential.

Expense

The actual payroll cost for an employee for a pay period or periods. The expense account for a position is the account supporting the payroll cost of the position.

Full-Time Equivalent (FTE)

The amount of effort associated with a position. Full-time equals 1.000 FTE and half-time equals .500 FTE.

Group Position

A position that has more than one FTE associated with it. Group Position is generally used for accommodating multiple faculty or TA appointments that share a single funding source.

HEPPS

Acronym for the Higher Education Payroll Personnel System. This acronym identifies a mainframe computer system used to process position control, personnel and payroll data. See 85.33 for a description of HEPPS and associated access approval procedures.

Home Area

A two-digit code which represents the administrative area or college to which a position primarily belongs. Positions which are shared between areas must have one designated home area which assumes administrative responsibility for the position and its maintenance. See 10.05 for a description of organization numbers.

Home Department

A four-digit code which identifies the department to which a position primarily belongs. See 10.05 for a description of organization numbers.

Job Class (or Title Code)

A category of duties and responsibilities as defined by WSU or the state.

Permanent Budget Level (PBL)

Funds which are allocated to a position, department or area and continue for the foreseeable future.

Perquisite

Nonmonetary compensation such as University-provided housing or meals.

Position Allocation Percent

The percentage of a position supported by permanent funds.

Position Identifying Description

A descriptive identifier established by the department with a maximum of 20 characters. Normally this is the incumbent employee's name. See 58.04 for more information.

Position Effort Percent

The percent of FTE supported by a position. The Position Effort Percent may exceed the Position Allocation Percent but must not exceed 100% for nongroup positions. See above for a definition of Group Position.

Skeletal Position

A new classified or administrative/professional position that is undergoing an HRS audit and does not yet have a Title Code assigned to it.

Staff Month

The full-time effort of one 100% employee for one month.

Staff Year

The full-time effort of one 100% employee for one year. NOTE: A full-time 9 month (academic) faculty member has 1.00 FTE but has .75 Staff Years.

Position Identifying Description (PIDD)

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PDF link

POSITION IDENTIFIER

The employing department establishes a position identifier for each departmental position. This identifier is called the Position Identifying Description (PIDD).

The PIDD is displayed in HEPPS in the name field, and is listed on HEPPS downloads and reports in the financial data warehouse.

Field Size

This field has a 20 character limit which includes spaces.

ESTABLISHING A PIDD

Departments establish a PIDD with a Position Action/PRR when a position is created. See 58.02.

Unfilled Position

The position title could be the PIDD for a new unfilled position.

Incumbent's Name

Departments are encouraged to use the name of the incumbent as the PIDD when a position is occupied. Other descriptions are acceptable, e.g., "Smith/Jones" or "Sciences TA."

CHANGES

Use a Position Action to change a PIDD if the change coincides with other position changes. If only the PIDD is changing, complete a Position Identifying Description Change form. Copy or print the master on 58.04.2 to obtain supplies of the form.

Indicate both the current and the new PIDDs on the Position Identifying Description form.

Use one form to change from one to eighteen different PIDDs within a single home area.

Routing

Route the completed form to Position Control in the Budget Office, mail code 1041. Position Control enters the new PIDD into the HEPPS AIS application and retains the original form.

See PDF form: 58.04.2: Position Identifying Description Change Form
Complete and/or print as needed

60.12_Administrative_Professional_Salary_Determination_and_Adjustment.htm

Posted in:PERSONNEL

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POLICY

Human Resource Services (HRS) administers the procedures for administrative professional (AP) salary determinations and adjustments. To ensure that all salary decisions throughout the WSU system are consistent, HRS at WSU Pullman provides overall direction for all salary determinations and adjustments systemwide.

Eligibility

This salary determination and adjustment procedure applies to salaries for all administrative professional (AP) employees.

Exceptions

The appropriate vice president, chancellor, or dean must submit any request for exception to this policy in writing to HRS and clearly state the rationale for requesting the exception. HRS reviews the request and forwards justification for a recommendation regarding the request to the President or Provost. The President or the Provost and Executive Vice President may affirm or modify HRS' determination.

NEW EMPLOYEES

New employees are typically hired at a salary rate between the minimum and middle of the salary range. Starting rates at or below the middle of the salary range do not require additional review by HRS.

HRS must review and approve a proposed starting rate above the middle of the salary range prior to the department making an offer to the applicant.

CURRENT EMPLOYEES

Promotions

A promotion occurs when an existing AP employee is appointed or reallocated to a position in a higher salary range. Promotional salary rate adjustments are applied as follows, based on the employee's salary rate prior to promotion:

If the employee's salary rate prior to promotion is below the new salary range minimum, the employee's salary is placed at the minimum in the new salary range or a seven to ten percent increase, whichever is greater not to exceed the maximum of the range.

If the employee's salary rate prior to promotion is within the new salary range, the employee should receive a seven to ten percent increase, not to exceed the range maximum.

Lateral Moves

Generally, an employee does not receive a salary adjustment when moving to another position with a comparable salary range. The department may contact HRS to discuss a possible exception based on a unique job or on employee qualifications prior to making an offer to the employee. HRS considers the operational size of the unit and scope of duties as well as other factors when determining the appropriate salary.

Voluntary Demotions

If an employee voluntarily moves to another position with a lower salary range, the employee's salary rate is governed by the new salary range. Departments are to contact HRS to determine the appropriate salary prior to making an offer to the employee.

Acting or Interim Appointments--Temporary Base Salary Increases

Occasionally, employees are expected to assume some of the duties associated with a vacant position. However, it is only when an employee is appointed as "acting" or "interim" that a base salary adjustment may occur.

The appropriate appointing authority must authorize the acting or interim appointment.

The employee must meet the minimum requirements of the position.

The employee's temporary salary is determined by the salary of the position in which the employee is acting or interim.

Acting or interim appointments typically range from three months to eighteen months.

Executive-Level Appointments

The President or the Provost and Executive Vice President must authorize executive-level acting or interim AP appointments with the following titles:

Vice presidents,

Vice chancellors,

Assistant vice presidents,

Assistant vice chancellors,

Associate vice chancellors,

Executive directors,

Athletic Director.

See also 60.17.

Stipends

Temporary compensation in the form of a stipend to increase a salary may be appropriate when:

The employee has taken on additional duties of at least twenty percent of effort outside of her or his position's typical duties for an extended period of time.

The stipend salary adjustment is temporary.

The salary stipend does not exceed a ten percent increase in salary compensation.

Executive-Level Appointments

The President or the Provost and Executive Vice President must authorize executive level appointments that include temporary stipends. See also 60.17.

Mass Salary Increases (MSI)

Salary increases for AP employees are not automatically provided. WSU awards general salary increases to administrative professional (AP) employees as part of the University-wide mass salary increase (MSI) process when funds are allocated by the Legislature and/or the University. Mass salary increases are merit based and/or are used to make internal salary equity adjustments.

All MSI increases must receive prior review and approval from HRS and the responsible executive officer, e.g., vice president, chancellor, or dean or, as appropriate, the Athletic Director.

MSI increases involving executive-level positions must also receive prior review and approval from the President or the Provost and Executive Vice President.

The responsible area executive officer must submit written justification to HRS for any MSI increase of ten percent or more. MSI increases of ten percent or more must also receive prior review from the Budget Office.

The Budget Office provides guidance on the MSI process each year. For positions supported by sponsored programs, refer also to the information below.

Out-of-Cycle Salary Adjustments

Under certain circumstances, "out-of-cycle" salary increases may be appropriate. Out-of-cycle salary determinations must be requested by the departmental appointing authority and approved by HRS for compelling reasons only, such as:

Significant changes of duties.

Retention, i.e., difficulty retaining incumbent employees due to factors such as location, skill level, licensing requirements, and/or market competition.

Extraordinary merit.

Internal or external equity and/or market conditions.

Request Process

To request an out-of-cycle salary adjustment, follow the AP classification/reclassification procedure in 60.02. If the request is for retention, extraordinary merit, or internal or external equity and/or market conditions, the appointing authority provides written justification to HRS.

Position Action/PRR

The requesting college/department must submit a signed Position Action/PRR form to Position Control to begin the request process.

Position Control forwards a copy of the approved Position Action/PRR to HRS. HRS attaches or replaces an imaged copy of the approved form in the Supplemental Documentation area of the position's entry in the Online Position Description and Recruitment System (OPDRS).

OPDRS Documentation

The requesting appointing authority provides the following documents to HRS using the Online Position Description and Recruitment System (OPDRS):

A memorandum signed by the appointing authority describing the circumstances and basis for the request, including why the increase was not requested during the previous MSI or why the increase cannot wait to be granted during the next MSI.

An updated position description.

An organization chart showing the position's relationship to other positions in the department.

Complete and/or print the organization chart template on 60.02.14 or independently create a chart as needed.

Submit electronic versions of the documents listed above (e.g., scans of paper documents, Microsoft Word documents) as attachments in the Supplemental Documentation area of the position's entry in the OPDRS.

To access the OPDRS, go to:

http://www.wsujobs.com/hr/

Approval

The requesting college/department must submit any request for an out-of-cycle increase to HRS and the responsible executive officer, e.g., vice president or chancellor or, as appropriate, the Athletic Director or the Provost and Executive Vice President, for review.

If the request is for an out-of-cycle increase of ten percent or more, the requesting college/department must submit written justification for the increase to HRS.

HRS makes the final decision to approve or deny the out-of-cycle increase request. EXCEPTION: If the request is for an out-of-cycle increase for an executive-level position, the President or the Provost and Executive Vice President makes the final decision and must provide authorization to HRS.

Sponsored Program (Grant) Funded

A formal review and analysis by HRS is not required for sponsored program (e.g., grant) cycle variations, such as funding fluctuations and/or changes in grant requirements, unless the adjustment is for more than ten percent. Whenever possible, these increases should be set at the same time as part of the University-wide mass salary increase process. (See above.)

HRS Process

HRS performs a salary analysis, using methods such as: University-wide, local, regional, CUPA (College and University Personnel Association) comparisons; and/or peer reviews; etc. HRS may meet with the appropriate college/department representatives and the incumbent.

HRS administers all official salary surveys used to make University compensation decisions.

Decision

HRS provides a memorandum through the OPDRS to the requesting appointing authority regarding whether the request is or is not approved.

EMPLOYEE-REQUESTED SALARY REVIEW

Any administrative professional employee may request a salary review of his or her own position. (See also 60.02.) To initiate such a review the employee must provide HRS and her or his immediate supervisor with the following:

A memorandum describing the circumstances and basis for the request.

A signed position description that includes current duties and responsibilities.

An organization chart showing the position's relationship to other positions in the department.

Complete and/or print the organization chart template on 60.02.14 or independently create a chart as needed.

HRS Process

HRS performs a position review/analysis, a position audit, and/or a salary review, as described above. The review may or may not result in a title/title code change and a different salary range.

Upon completion of the review, HRS provides a written summary to the employee and the appointing authority. The appointing authority is to provide a written response to HRS and the requesting employee within 30 days of receiving the analysis from HRS.

If HRS determines that there should be a title/title code change and a different salary range, the appointing authority in collaboration with HRS makes the final decision on the salary for the position. The approved salary must be within the range recommended by HRS.

60.17_Recruitment_and_Selection_of_Administrative_Professional_Personnel.htm

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OVERVIEW

University departments are to follow the requirements and procedures in this section to create and change permanent, or temporary administrative professional positions and appointments.

Administrative Professional Definition

Administrative professional (AP) personnel include employees who perform administrative, managerial, professional, research, public service, and/or extension responsibilities and are exempted from the provisions of Washington Administrative Code Title 357. (See RCW 41.06.070.)

AP positions may be for permanent or temporary appointments. AP positions must be for no less than .50 FTE and require a minimum appointment of six months and one day. (See 58.01 for definition of full-time equivalent (FTE).)

Human Resource Services (HRS) reviews each position description and determines whether or not a position meets the exemption criteria and may be assigned to AP service.

To view the exemption definitions, see the Administrative Professional Handbook, which is available on the HRS website at:

http://hrs.wsu.edu/APHandbook

Responsibility

Human Resource Services (HRS)

HRS administers the recruitment procedures for administrative professional (AP) personnel.

Pullman HRS is responsible for making final determinations regarding recruitment for AP vacancies at all WSU locations systemwide.

Appointing Authority

The responsible appointing authority as delegated by the President coordinates the recruitment process with HRS to develop a recruitment strategy. See 60.10 for information about delegation of appointing authority.

To view the master list of delegations of appointing authority, go to the Managers area of the HRS website at:

http://hrs.wsu.edu/

Position Control

Departments are to create new permanent or temporary AP positions and change appointments in accordance with position control procedures. See 58.01 and 60.02.

Expenses

Expenses associated with searches for AP personnel and the relocation reimbursement for new employees are supported by employing units.

Departments are to contact Purchasing Services and Travel Services for recruitment and relocation expense specifics, including cost and weight limits. See 70.60 and 95.14.

OPEN COMPETITIVE RECRUITMENT

Washington State University (WSU) is an equal opportunity employer committed to eliminating barriers to employment and improving opportunities available to individuals in protected classes, particularly where there is underutilization. The University makes good faith efforts consistent with state and federal laws to meet this goal.

One method used to achieve this goal is open competitive recruitment. However, exceptional circumstances may justify foregoing the open competitive recruitment process. (See below regarding exceptions.)

Prior To Recruitment or Filling AP Position

Recruitment Strategy

Prior to submitting an online job posting, HRS and the appointing authority consider the competencies and requirements of the particular position in order to ensure the most effective, efficient, and useful method of recruitment for the position. HRS and the appointing authority may determine screening methods based on the HRS analysis of the position.

When appropriate, HRS may approve use of a search firm to assist with the recruitment and screening of candidates.

Recruitment Panels

Departments may utilize recruitment panels for the review portion of the recruitment process. Guidelines for recruitment panels are available on the on the Managers--AP/CS Recruitment area of the HRS website at:

http://hrs.wsu.edu/

Required Documentation

Prior to requesting recruitment for any AP vacancy, the department is required to submit the documentation indicated below.

Position and Travel Exemption Request System (PTERS)

Prior to requesting recruitment for all permanent AP appointments during the period from July 1, 2011 through June 30, 2012, the department must submit a hiring request to the Budget Office through the Position and Travel Exemption Request System (PTERS). See the position and travel exemption request policies on the Budget Office website at:

http://budget.wsu.edu/documents/FreezeGuidelines-new-May2012.pdf

Contact the Budget Office to obtain access to the PTERS and for further information; telephone 335-9681.

Position Action/PRR

If creating or modifying an AP position and/or its assignment of accounts, the department submits a completed Position Action/ PRR to Position Control. See 58.02 and 60.02.

HRS Approval

To recruit for or fill any AP position, the department submits the following to HRS for approval through the Online Position Description and Recruitment System (OPDRS):

Position description

Proposed salary

Organization chart showing the position's relationship to other positions in the department

See below and 60.02 for instructions.

HRS must complete the position review and approve the position description and salary before the department may submit a job posting for recruitment, even for existing AP positions.

Processing Job Posting Requests

Job posting requests for recruitment for all AP positions are processed through the OPDRS. To access the OPDRS, go to:

http://www.wsujobs.com/hr/

Each department user must establish a user account and password to use the online recruitment system.

The hiring manager (also referred to as the employing official (see 60.10), clerical manager, or other designated staff) completes and submits the job posting for recruitment for an AP position.

The hiring manager (also referred to as the employing official (see 60.10), clerical manager, or other designated staff) completes the required fields in the OPDRS:

Position title

Supervisor

Work location

Salary

Work hours

Functional position information

Background check required or not required (see 60.16)

Recruitment Procedures

Posting Job Online

Upon HRS review and approval of the job posting, HRS posts the position on the WSU Jobs website. HRS advises the applicable appointing authority regarding the recruitment process and advertising plan appropriate to each position.

Advertising

HRS posts positions on the WSU Jobs website at:

http://www.wsujobs.com

A department may choose to advertise a position outside of WSU. The department must submit the advertisement copy through the OPDRS to HRS for approval prior to submitting the copy to an outside advertiser.

Expenses associated with advertising are supported by the employing unit.

Affirmative Action

WSU is an equal opportunity/affirmative action employer. Consistent with its Equal Employment Opportunity and Affirmative Action Policy, WSU will make good faith efforts in outreach and recruitment to decrease underrepresentation of protected groups, in accordance with federal and state law.

The WSU Equal Opportunity and Affirmative Action Policy is published in the Executive Policy Manual under EP12.

Referral of Applicants to Hiring Manager

When the posting has closed, HRS may review the applicant pool. HRS releases the resulting eligible candidates to the hiring manager for consideration based upon the recruitment strategy determined at the time of the posting. In most cases, the pool includes applicants who meet the minimum competency qualifications of the position. If the number of applicants exceeds the needs of the hiring department, the hiring department may request HRS screen candidates for qualifications and refer the qualifying candidates to the hiring department.

Disqualification

HRS may disqualify an individual from consideration for employment at any time for good and sufficient reasons. HRS removes the individual's name from an applicant and/or candidate pool for failure to meet a benchmark or all benchmarks in a series.

HRS notifies the applicant or candidate in writing if she or he is removed from an applicant or candidate pool. The written notice specifies the reason for the removal and the right to request a review of the removal.

Review of Removal

An applicant or candidate may request a review of the removal. Such a request must be made in writing and submitted to HRS within 20 calendar days following the date of the notice of the action for which the review is requested.

An appropriate HRS representative who is not involved in the removal action conducts the review. The HRS representative provides the review decision in writing to the applicant or candidate. Review decisions are final and not subject to further review or appeal.

INTERVIEW

Once HRS releases an applicant or candidate pool to the hiring department, the hiring manager and recruitment panel, if applicable, reviews and considers the applicants for the position. The hiring manager is responsible for ensuring that the hiring process is fair and objective. See above regarding recruitment panels.

HRS recommends that the hiring manager, recruitment panel, and department coordinate interviews for those candidates considered most qualified for the position. The hiring department may conduct interviews in person or by telephone.

Guidelines

Hiring managers should review the preemployment inquiry guidelines in 60.08 when developing questions for candidate interviews.

Interviewers may also refer to the advisory guidelines for conducting interviews of candidates as outlined on the Managers--AP/CS Recruitment area of the HRS website at:

http://hrs.wsu.edu/

Update Candidate Status Online

The hiring manager is responsible for updating the current status of each applicant in the OPDRS, noting who is or is not being considered for the position. See above.

REFERENCE CHECKS

The hiring manager is responsible for investigating or verifying the following information provided by the candidate:

Application

Work history

Education

Qualifications

Experience

References

The hiring manager may examine personnel files of top applicant finalists who work or have worked at WSU. See 90.07. Contact HRS to arrange to view the personnel files of any such candidates.

Interviewers should follow the advisory guidelines for conducting reference checks outlined on the Managers--AP/CS Recruitment area of the HRS website at:

http://hrs.wsu.edu/

Background Check

The department contacts HRS to determine if the position requires a preemployment background check in accordance with 60.16. If a background check is required, the hiring manager is responsible for notifying HRS after a candidate or candidates are identified.

HRS is responsible for initiating the background checks.

SELECTION

The hiring manager in consultation with the appointing authority determines the best candidate to fill the vacancy. The hiring manager uses the OPDRS to indicate the candidate under consideration for hire. The hiring manager is responsible for ensuring that the status of all candidates is updated accurately in the OPDRS.

The appointing authority must obtain HRS approval prior to extending the offer. HRS is automatically alerted by e-mail through the OPDRS when the hiring manager requests to extend an offer. HRS reviews the request to offer and notifies the hiring manager when the job offer may be extended to the candidate.

Official Offer

When the selected candidate accepts the offer, the hiring manager updates the OPDRS accordingly so that all candidates are able to check the status of their applications. Each candidate is allowed to view the status of her or his application only.

Offer Letter

The responsible appointing authority makes the official offer for AP positions.

HRS recommends that the appointing authority send the offer to the candidate by letter. Templates for offer letters for AP positions are available from the Managers area of the HRS website at:

http://hrs.wsu.edu/

To consummate the agreement, the hiring department may request acceptance in writing by letter of acceptance or by the candidate's signature on the original letter of offer.

Positions Reporting Directly To Vice Presidents, Chancellors, Deans, or Athletic Director

Authorization is required prior to discussion OR extension of an offer to positions which report directly to vice presidents, chancellors, deans, or the WSU Athletic Director. Specifically, for direct appointments:

Deans must receive approval from the Provost prior to discussing an offer with a candidate;

Chancellors must receive approval from the President or Provost prior to discussing an offer with a candidate;

Vice presidents and the Athletic Director must receive approval from the President prior to discussing an offer with a candidate.

Records Retention of Offer

The hiring department retains a copy of the offer letter and the letter of acceptance.

The department forwards the original letter of acceptance and a copy of the AP candidate's offer letter or the original offer letter with the candidate's signature indicating acceptance to HRS. HRS retains the letters of offer and acceptance and copies of the resume and cover letter in the employee's personnel folder in accordance with University records retention requirements. See 90.01.

Notification to Applicants

HRS recommends that the appointing authority send letters to finalists who were invited to interview for the position, or to all applicants if desired, to notify them of the status of their applications. Sample letters are available at the HRS website.

EXCEPTIONS TO OPEN RECRUITMENT

Personnel Officer Approval Required

The University's designated personnel officer (see RCW 41.06.510) may approve direct appointment without a search under the exceptional circumstances described below. NOTE: The designated personnel officer is usually the administrator who oversees HRS.

See also "Positions Reporting Directly To Vice Presidents, Chancellors, Deans, or Athletic Director" above regarding required approval by the President and/or Provost for direct appointments.

Exceptional Circumstances

An appointing authority may request a direct appointment without a search under any of the following limited circumstances:

When a position requires a high level of expertise in a specialty area and the department has a unique opportunity to hire a highly-qualified individual with the expertise to fill the position.

When a partner or spouse accommodation would assist with the recruitment of a qualified job candidate or the retention of a permanent employee. See 60.15.

A temporary one- or two-year appointment to a position. (See 60.02 for requirements of temporary AP appointments). Prior to the end of a temporary appointment, the appointing authority may submit a request to HRS to change the appointment from temporary to permanent without a search. The request must include a clear, written justification for the exception to the recruitment process. The justification must demonstrate to the satisfaction of the University personnel officer that exceptional circumstances (e.g., an open recruitment failed during the temporary appointment period) exist that clearly outweigh the need for a search to fill the position.

Due to a reorganization or operational need to ensure that the necessary work of the department is uninterrupted, a permanent employee may be reclassified or promoted in her or his current position and/or reassigned to a new position with different duties/responsibilities. The employee must meet the position requirements.

A permanent employee may be placed in a temporary/interim appointment to meet the needs of the organization. The employee must meet the position requirements. The appointing authority may later request that the employee be permanently appointed to the position without a search. The request must be accompanied by a written explanation of why an open competitive search is not feasible or appropriate for the appointment.

NOTE: During the period from July 1, 2011 through June 30, 2012, departments must submit hiring requests for all permanent AP appointments to the Budget Office through the Position and Travel Exemption Request System (PTERS). See the position and travel exemption request policies on the Budget Office website at:

http://budget.wsu.edu/documents/FreezeGuidelines-new-May2012.pdf

Contact the Budget Office to obtain access to the PTERS and for further information; telephone 335-9681.

Submitting Request for Direct Appointment

To request direct appointment of a candidate to a position, the appointing authority submits the following to HRS for approval through the Online Position Description and Recruitment System (OPDRS):

Position description

Proposed salary

Performance expectations (not required, but recommended)

Organization chart showing the position's relationship to other positions in the department

Employee/applicant resume

Justification to appoint without a formal search

Diversity implications

NOTE: Departmental personnel must indicate "Direct Appointment" in the Posting Details area of the OPDRS.

The University's personnel officer reviews the request and notifies the appointing authority of approval or denial of the request.

Executive Appointment

The President or the Provost and Executive Vice President may make a direct appointment without a search when he or she finds such an appointment to be in the best interests of the University.

The President or the Provost and Executive Vice President submits justification for this decision to HRS for retention in the appointed individual's personnel folder.

APPOINTMENT

PERMS Transactions and Attachments

Use the online Personnel/Position/Payroll Electronic Routing Management System (PERMS) to complete the personnel action for an appointed AP employee. Submit copies of the resume and any letters of reference or telephone reference check notes to HRS.

See 60.25 for instructions for completing and routing PERMS transactions and attachments for personnel actions.

Foreign Worker Disclosure Statement

The University must provide a disclosure statement to each worker who is a non-U.S. citizen and who comes to the state of Washington based upon an offer of employment. (RCW 19.320) See 60.05 for instructions.

Renewal of Temporary Appointment

Temporary AP appointments on self-sustaining, grant, contract, or other nonstate funds may be renewed without a search as long as the funding continues to be from nonstate funds. Temporary AP appointments on nonstate funds end on the terminal end dates unless positive action is taken to reappoint.

Transfer From Within WSU or Other State Employer

Transfer annual leave and sick leave for an employee changing positions within WSU or transferring to WSU from a state agency or other state institution of higher education. See 60.19 and 60.60.

If the selected candidate is a current WSU employee, obtain the Time Report or Leave Report file from the employee's former employing department. If the selected candidate is a former WSU employee reappointed within three years of separation, obtain the file from HRS. See 60.60.

If the selected candidate's former employer was another state of Washington agency or institution, HRS requests information from the former employer regarding accrued leave and other benefits. Refer to 60.19 regarding transfer of benefits from previous state employers.

RETENTION OF RECRUITMENT DOCUMENTS

The hiring department is to maintain all employee recruitment documents (i.e., search materials and references) in accordance with the University records retention schedule. See 90.01.

NEW EMPLOYEE ORIENTATION

New employees are to enroll in new employee and benefits orientation classes. Enrollment information is available from the Employees--Training and Development area of the HRS website at:

http://hrs.wsu.edu/

New Supervisor/Manager

New supervisors and/or managers are encouraged to enroll in supervisory and enhanced supervisory training. Enrollment information is available from the Employees--Training and Development area of the HRS website at:

http://hrs.wsu.edu/

Other Applicable Policies and Procedures

See also 60.71 and 60.72.

60.02_Classification_and_Reclassification.htm

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POLICY

Human Resource Services (HRS) classifies or reclassifies civil service (CS) and administrative professional (AP) positions. To assure that all classification decisions throughout the WSU system are consistent, Pullman HRS provides overall direction for all classifications and reclassifications. Pullman HRS has responsibility to make final classification determinations for positions at all WSU locations statewide.

Eligibility

This classification and reclassification procedure applies to all CS employees who are not covered by collective bargaining unit agreements and to AP employees.

A bargaining unit employee must refer to the appropriate agreement for classification and reclassification procedures. To view the collective bargaining unit agreements, see the HRS Employees Labor Relations website at:

http://hrs.wsu.edu/

Position Review

HRS reviews and analyzes the duties and responsibilities of each position to determine the appropriate classification within the CS compensation plan or exemption from civil service in accordance with RCW 41.06.070 and 41.06.170(3).

HRS reviews AP and CS positions for compliance with the overtime provisions of the Fair Labor Standards Act (FLSA). See 60.59.

The appointing authority's signature authorizes the classification or reclassification review of a position. However, HRS makes the final determination regarding classification or reclassification.

Definitions

Classification

Classification is the designation of a new position to an appropriate class based upon overall duties, complexity, and responsibility of assigned work.

Reclassification

Reclassification is the designation of an existing position to a different class as a result of permanent and substantive changes in the duties.

CS positions may be reviewed for reclassification no earlier than six months after a previous review if there are substantive and permanent changes in job duties and scope of responsibilities. HRS reviews all CS positions prior to recruitment.

AP positions, whether temporary or permanent, may be reviewed at any time for promotions or significant and permanent changes in job duties and scope of responsibilities. All AP reviews are management-requested. HRS reviews all AP positions prior to recruitment. See 60.12 for out-of-cycle salary requests for AP positions.

PROCEDURES

This section provides procedures for requesting:

Classification and reclassification of a new or a vacant CS position. See below.

Classification and reclassification of an occupied CS position:

See below for management-requested review procedures.
See below for employee-requested review procedures.

Classification and reclassification of an AP position. See below.

Appeal of classification and reclassification. See below.

New or Vacant Civil Service (CS) Position

Position Action/PRR

If creating a new position or modifying a vacant, but existing CS position and/or its assignment of accounts, the requesting department submits a signed Position Action/PRR form to HRS; French 139, mail code 1014. See 58.02 for form completion instructions.

Departments identify CS vacancies that are for temporary or projct appointments in Reason for Action or Comments. See 60.23 regarding project appointments.

Position Action/PRR forms are available in a paper version from Central Stores; inventory number 3304; in a PDF version on page 58.02.19; or in an automated template version from the Procedures, Records, and Forms FileMaker forms website at:

http://public.wsu.edu/~forms/fm.html

NOTE: The department may submit an imaged copy of the signed Position Action/PRR to HRS online when submitting the paper original. The department attaches the imaged copy in the Supplemental Documentation area of the position's entry in the Online Position Description and Recruitment System (OPDRS). See below for access instructions.

Return Copies

When approved, HRS assigns the position number and attaches an imaged copy of the approved Position Action/PRR form in the Supplemental Documentation area of the position's entry in the OPDRS.

HRS does not return paper copies to the department after processing the Position Action/PRR. Departmental personnel may review requested actions by accessing the AIS applications DEPPS or HEPPS, or in the OPDRS. NOTE: The OPDRS entry does not include funding information for the position.

Additional Required Documentation

After HRS assigns the position number, the department submits the following to HRS for approval through the OPDRS:

Position description,

Proposed salary,

Performance expectations, and

Organization chart showing the civil service position's relationship to other positions in the department to HRS.

Complete and/or print the organization chart template on 60.02.14 or independently create a chart as needed. Attach the organization chart in the Supplemental Documentation area of the position's entry in the OPDRS.

To access the Online Position Description and Recruitment System (OPDRS), go to:

http://www.wsujobs.com/hr/

To view advisory samples for creating performance expectations for a civil service position, select the Managers -- Performance and Recognition -- Civil Service links on the HRS website at:

http://hrs.wsu.edu/

Recruitment and Selection

See 60.18 for information regarding the recruitment and selection of civil service employees.

Occupied Civil Service Position

Management-Requested Review

Position Action/PRR

To modify an existing civil service position and/or its assignment of accounts, the requesting department submits a signed Position Action/PRR form to HRS; French 139, mail code 1014. See 58.02 for form completion instructions.

Position Action/PRR forms are available in a paper version from Central Stores; inventory number 3304; in a PDF version on page 58.02.19; or in an automated template version from the Procedures, Records, and Forms FileMaker forms website at:

http://public.wsu.edu/~forms/fm.html

NOTE: The department may submit an imaged copy of the signed Position Action/PRR to HRS online when submitting the paper original. The department attaches the imaged copy in the Supplemental Documentation area of the position's entry in the OPDRS. See above for access instructions.

Return Copies

HRS attaches or replaces an imaged copy of the approved form in the Supplemental Documentation area of the position's entry in the OPDRS.

HRS does not return copies to the department after processing the Position Action/PRR. Departmental personnel may review requested actions by accessing the AIS applications DEPPS or HEPPS, or in the OPDRS. NOTE: The OPDRS entry does not include funding information for the position.

Additional Required Documentation

After HRS approves the Position Action/PRR, the department submits the following to HRS for approval through the OPDRS:

Position description,

Proposed salary,

Performance expectations, and

Organization chart showing the civil service position's relationship to other positions in the department to HRS.

Complete and/or print the organization chart template on 60.02.14 or independently create a chart as needed. Attach the organization chart in the Supplemental Documentation area of the position's entry in the OPDRS.

To access the OPDRS, go to:

http://www.wsujobs.com/hr/

To view advisory samples for creating performance expectations for a civil service position, select the Managers -- Performance and Recognition -- Civil Service links on the HRS website at

http://hrs.wsu.edu/

Effective Date

The department may establish an effective date if the employee has performed the higher level duties for at least six months prior to the date.

If the employee has been performing the higher level duties for less than six months, University management may initiate an immediate change of duties. The effective date is not retroactive. The effective date assigned by HRS supersedes the effective date entered by the department on the submitted Position Action/PRR.

Salary Step and Periodic Increment Date

See 60.29 for information regarding establishing salary step and periodic increment date for reclassified civil service positions.

Employee-Requested Review

A civil service (CS) employee may request a review of his or her position, in accordance with WAC 357-13-065.

Access to the OPDRS is restricted to management use only. The requesting employee must use the three forms listed below to submit a request for review of her or his own position to the campus Human Resource Services (HRS) office. HRS offices are located at the Pullman, Spokane, Tri-Cities, and Vancouver campuses.

A requesting employee submits the following to HRS:

Position Description. Complete and/or print the blank master form on 60.02.10-11.

Position Questionnaire. Complete and/or print the blank master form on 60.02.12-13.

Organization chart showing the position's relationship to other positions in the department. Complete and/or print the organization chart template on 60.02.14 or independently create a chart as needed.

NOTE: Upon receipt of the employee-requested review, HRS notifies the supervisor of the pending position review.

Additional Documentation from Supervisor

HRS may request that the supervisor or department submit the following:

Position Action/PRR

To modify an existing CS position and/or its assignment of accounts, the supervisor or department submits a signed Position Action/PRR form to HRS; French 139, mail code 1014. See 58.02 for form completion instructions.

Position Action/PRR forms are available in a paper version from Central Stores; inventory number 3304; in a PDF version on page 58.02.19; or in an automated template version from the Procedures, Records, and Forms FileMaker forms website at:

http://public.wsu.edu/~forms/fm.html

NOTE: The department may submit an imaged copy of the signed Position Action/PRR to HRS online when submitting the paper original. The department attaches the imaged copy in the Supplemental Documentation area of the position's entry in the OPDRS. See above for access instructions.

HRS attaches or replaces an imaged copy of the form with final approvals in the Supplemental Documentation area of the position's entry in the OPDRS.

HRS does not return copies to the department after processing the Position Action/PRR. Departmental personnel may review requested actions by accessing the AIS applications DEPPS or HEPPS, or in the OPDRS. NOTE: The OPDRS entry does not include funding information for the position.

Performance Expectations

HRS may request that the supervisor or department submit the performance expectations online to HRS for approval through the OPDRS. The performance expectations are to include the new duties for the civil service position.

To access the OPDRS, go to:

http://www.wsujobs.com/hr/

To view advisory samples for creating performance expectations for a civil service position, select the Managers -- Performance and Recognition -- Civil Service links on the HRS website at:

http://hrs.wsu.edu/

Organization Chart

HRS may also request that the supervisor or department submit an organization chart showing the civil service position's relationship to other positions in the department to HRS. Complete and/or print the organization chart template on 60.02.14 or independently create a chart as needed.

Salary Step and Periodic Increment Date

See 60.29 for information regarding establishing salary step and periodic increment date for reclassified CS positions.

Administrative Professional Position

All AP reviews must be management-requested. Also, requests to reclassify CS positions to AP must be management-requested.

Executive-Level Appointments

The President or the Provost and Executive Vice President must authorize the designation of the following titles:

Vice president

Vice chancellor

Associate vice president

Associate vice chancellor

Assistant vice president

Assistant vice chancellor

Executive director

Athletic Director

Temporary Appointments

Short-Term

When funding allows, a department may create a temporary AP appointment with a terminal date (also referred to as "end date") for an appointment of no less than .50 FTE and an appointment term of at least six months and one day. (See 58.01 for definition of full-time equivalent (FTE).)

Departments may create short-term temporary AP appointments for the following reasons:

To provide coverage while a formal search is being conducted;

To provide coverage while an AP employee is out on extended leave;

To meet a specific identified immediate, critical need.

A temporary appointment meeting the above criteria must include a preestablished terminal date and the appointment term is not to exceed two years. The department may end a temporary AP appointment prior to the terminal date with a minimum 30-day written notice.

Long-Term

Departments may create long-term temporary AP appointments in accordance with the following criteria:

The appointments must have preestablished terminal dates;

The appointments must be supported by self-sustaining, grant, contract, or other nonstate funds; and

The appointments must end on the terminal dates unless positive action is taken to reappoint.

The department may end a temporary AP appointment supported by self-sustaining, grant, contract, or other nonstate funds prior to the terminal date with a minimum 30-day written notice.

Required Documentation

To request the creation of a new administrative professional (AP) position, or the review of a vacant or occupied AP position, the requesting department submits the following documentation as indicated.

Position Action/PRR

To create or modify an AP position and/or its assignment of accounts, the requesting department submits a signed Position Action/PRR form to HRS; French 139, mail code 1014. See 58.02 for form completion instructions.

Position Action/PRR forms are available in a paper version from Central Stores; inventory number 3304; in a PDF version on page 58.02.19; or in an automated template version from the Procedures, Records, and Forms FileMaker forms website at:

http://public.wsu.edu/~forms/fm.html

NOTE: The department may submit an imaged copy of the signed Position Action/PRR to HRS online when submitting the paper original. The department attaches the imaged copy in the Supplemental Documentation area of the position's entry in the OPDRS. See above for access instructions.

Return Copies

HRS attaches or replaces an imaged copy of the approved form in the Supplemental Documentation area of the position's entry in the OPDRS.

HRS does not return copies to the department after processing the Position Action/PRR. Departmental personnel may review requested actions by accessing the AIS applications DEPPS or HEPPS, or in the OPDRS. NOTE: The OPDRS entry does not include funding information for the position.

Additional Required Documentation

After HRS approves the Position Action/PRR, the department submits the following to HRS for approval through the OPDRS:

Position description,

Proposed salary,

Performance expectations, and

Organization chart showing the AP position's relationship to other positions in the department to HRS.

Complete and/or print the organization chart template on 60.02.14 or independently create a chart as needed. Attach the organization chart in the Supplemental Documentation area of the position's entry in the OPDRS.

NOTE: Access to the position information in OPDRS requires an assigned position number.

To access the OPDRS, go to:

http://www.wsujobs.com/hr/

Recruitment

See 60.17 for information regarding the recruitment of an AP position.

Salary Review

See 60.12 for information regarding AP salaries.

Position Numbers

Existing classified and AP positions retain the same position number.

For a new position, the requesting department submits a Position Action/PRR form to HRS. HRS uses the Position Action/PRR to assign a number to the new position. See 58.02 for more information.

Departmental personnel may obtain assigned position numbers by accessing the AIS applications DEPPS or HEPPS, or the OPDRS.

The hiring department enters or verifies the assigned position number into the OPDRS when creating the position description and position expectations.

Notification

HRS notifies the employee and supervisor in writing of the review results. The results provided in the HRS notification supersede the information submitted by the department or supervisor on the Position Action/PRR.

Appeal

Civil service employees may appeal the reallocation results in accordance with WAC 357-13-075.

Civil service employees may appeal the allocation to an administrative professional position in accordance with WAC 357-52.

An appointing authority or designee may request a review of the classification assigned to an AP position within 30 days of receiving the official memorandum from HRS. The appointing authority or designee submits a written request to HRS including the following information:

Outline of specific reasons for requesting a review.

If significant changes have occurred, also submit:

Revised organization chart and

Revised position description with appropriate signatures.

See the PDF forms:
60.02.10-11: Position Description
60.02.12-13: Position Questionnaire
60.02.14: Organization Chart
Complete and/or print as needed.

60.59_Overtime-Eligible_Employees.htm

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OVERVIEW

Employees in certain administrative professional (AP), civil service, and collective bargaining unit positions are eligible for overtime compensation. Human Resource Services (HRS) determines the eligibility of positions for overtime compensation. Such determinations are based upon position reviews using Fair Labor Standards Act (FSLA) criteria, including applicable provisions of the Washington Administrative Code (WAC 357-28).

Applicability

The procedures and advisory guidelines referred to in this section apply to overtime-eligible AP employees and civil service employees who are not covered by collective bargaining unit agreements. Contact HRS for questions regarding overtime eligibility.

An employee who is covered by a collective bargaining unit agreement is to refer to the applicable agreement for overtime rules and procedures.

Authorization

Typically, prior to working any hours beyond her or his standard workweek, an employee must receive approval from her or his supervisor. An overtime-eligible employee is to follow the procedures outlined by her or his department administrators. An overtime-eligible employee is to be compensated for all hours worked. If an employee works unauthorized overtime, corrective or disciplinary action may be appropriate. Contact HRS for assistance.

OVERTIME SUMMARY

Administrative Professional (AP) Employees

For overtime-eligible AP employees, overtime compensation is based upon a 40-hour workweek. Work in excess of 40 hours in one workweek is compensated at time and one-half.

Holidays / Leave With Pay

All paid holidays (including the personal holiday) during the employee's regular work schedule are considered time worked. Leave with pay during the employee's regular work schedule is not considered time worked for purposes of determining overtime eligibility.

Civil Service Employees

For most overtime-eligible civil service employees, overtime compensation is based upon hours of work in excess of 40 hours in one workweek, in accordance with WAC 357-28-255. All paid holidays (including the personal holiday) during the employee's regular work schedule are considered time worked. Leave with pay during the employee's regular work schedule is not considered time worked for purposes of determining overtime eligibility.

A full-time overtime eligible civil service employee who is assigned by her or his employer to work on a scheduled day off receives time and one-half overtime compensation for hours worked. (See below regarding overtime-eligible part-time employees.)

Work in excess of 40 hours in one workweek is compensated at time and one-half. (WAC 357-28-260)

OVERTIME COMPENSATION

Overtime-eligible employees receive cash payments for overtime. However, at the employee's request, an employing official may approve compensatory time off in lieu of pay. (WAC 357-28-275)

Overtime pay and compensatory time may be paid or granted when an employee's total time worked exceeds 40 hours in a workweek. Overtime compensation is not granted or paid for work that exceeds the employee's regular work day but does not cause the total hours worked in the workweek to exceed 40 hours. EXCEPTION: Overtime compensation is granted or paid to full-time overtime eligible civil service employees who are assigned to work on scheduled days off and paid holidays, regardless of whether or not the total hours worked in the workweek exceeds 40 hours.

Overtime compensation includes shift differentials, hazardous conditions pay, and other pay in accordance with the Fair Labor Standards Act.

The employee indicates the hours worked on her or his Time Report.

Part-Time

For overtime-eligible part-time employees, work in excess of the regular part-time schedule up to 40 hours in one workweek is compensated as straight time and may not be accrued as compensatory time.

Time worked in excess of 40 hours in a workweek is compensated at time and one-half and may be approved for compensatory time.

Maximum Accumulation

The accumulation of unused compensatory time at WSU may not exceed 240 hours. Any additional overtime must be paid in cash. (WAC 357-28-285) Appointing authorities may establish compensatory time maximums of less than 240 hours.

Cash Out

Unused compensatory time must be paid in cash at the end of each biennium.

Exceptions

An appointing authority may authorize exceptions to the above end-of-biennium cash out requirement. The appointing authority indicates a specific date by which the compensatory time must be liquidated by the individual requesting the exception. This date must be within four months of the end of the biennium. The appointing authority documents the exception in writing and attaches it to the employee's June Time Report or Leave Report.

If the individual does not use the compensatory time by the end of the extension, the compensatory time so extended must be paid in cash within thirty days of the end of the extended period.

Additional Cash Out Periods

Appointing authorities may establish additional times during the biennium by which compensatory time must be paid.

HOLIDAY WORKED

Overtime-Eligible Civil Service Employees

Full-time overtime-eligible civil service employees receive eight hours of pay, plus premium pay at time and one-half for all hours worked on a WSU-designated holiday. (WAC 357-28-200)

A part-time employee receives regular holiday pay on the same pro rata basis that his or her monthly schedule bears to a full-time schedule, plus premium pay at time and one-half for all hours worked on a WSU-designated holiday.

Overtime-Eligible AP Employees

A full-time overtime-eligible AP employee who works on a WSU-designated holiday may request to take the holiday at a later date.

An AP employee who does not choose to take the holiday at a later date may receive premium pay at time and one-half for holiday hours worked if the hours worked are in excess of 40 hours in the same workweek. The employee receives straight time pay for holiday hours worked which are not in excess of 40 hours in the workweek.

COMPENSATORY TIME OFF

If a prior agreement is made between the supervisor and the employee, compensatory time off may be taken in lieu of monetary payment.

The employing official administers the accrual and use of compensatory time off taking into consideration the work requirements of the department and the wishes of the employee. Accrual of compensatory time off is based on an agreement between the supervisor and the employee prior to the performance of overtime work. Upon request, HRS provides assistance with preparing written agreements of understanding.

Compensatory time off may be granted only when the employee has worked in excess of 40 hours in a workweek.

The employing official must contact HRS prior to denying the use of compensatory time off.

MEAL AND REST BREAKS

An overtime-eligible employee receives a minimum of a 30-minute unpaid meal break toward the middle of each work shift, no more than five hours after the beginning of the shift.

The meal period may not be required if the employee signs a written agreement with the department manager or director to voluntarily waive the meal period on a regular basis. In consideration for the ability to work a "straight shift," the employee agrees to waive a meal period as defined in WAC 296-126-092. (A "straight shift" is defined as a work period without interruptions for meal breaks.) Under such an agreement, the employee is entitled to eat at any time during his or her shift as time and work duties permit. The employee is not entitled to relief from duty while he or she eats.

An overtime-eligible employee receives a 15-minute paid rest period for every four hours worked. An appropriate rest period provides a relief from duty and is uninterrupted. While taking a rest period, the employee is subject to call to return to work as needed by the employer.

An overtime-eligible employee may take his or her rest period on an intermittent basis. An intermittent rest period is a period of less than the full 15-minute rest period in which the employee has an opportunity to rest or relax during the performance of his or her duties. The employee may take as many intermittent rest periods as necessary to total the allowed 15-minute rest period. When the employee's rest period is interrupted, the employee's rest period is deemed to be an intermittent rest period. The employee is allowed to complete his or her rest period prior to the end of the four-hour period in which the rest period occurs by taking additional intermittent rest periods. The employee may not waive rest periods or combine rest periods at the end of a shift.

For more information contact HRS; telephone 509-335-4521. Also refer to RCW 49.12, which allows employees and employers to mutually agree to vary rules and policies adopted by the Department of Labor and Industries in WAC 296-126-092 under the Industrial Welfare Act.

INFORMATION

Upon request, Human Resource Services provides specific information regarding compensatory time or payment for overtime worked.

30.25_Expenditure_Transfers_Between_Funding_Sources.htm

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FINANCE
30.25
Revised 3-11
Accounts Payable
335-2060
Sponsored Programs Services
335-2058
Payroll Services
335-9575 PDF link

REQUESTING TRANSFERS

To help assure proper documentation and certification of expenditures, faculty and staff are to apply the following procedures when requesting transfers.

Department chairs, principal investigators, and account administrators are responsible for monitoring expenditures and account balances.

Account administrators and principal investigators correct errors or clear overdrafts by requesting transfer of direct charges between funding sources. The following procedures require prompt correction of the errors or overdrafts. See also 30.21.

Forms

Expenditure Transfer Request

Use an Expenditure Transfer Request form to make an expenditure transfer that does not involve salaries.

Expense Assignment Action

Use an Expense Assignment Action (see 58.03) or a Position Action (see 58.02) to make a salary transfer.

STATE ACCOUNTS

Transferring charges from or to state accounts.

Programs

State accounts include accounts in programs 01 through 10 and programs 15 and above. (For a definition of program see 30.05.)

Deadlines

Initiate a nonpayroll transfer request within 90 days of the original charge's date as shown in the online Account Balances/Detail Application. Expenditures incurred in a given fiscal year cannot be transferred after the July cutoff date following year-end.

Payroll must receive a wage transfer request within 30 working days of the charge's date as shown in the online Account Balances/Detail Application. NOTE: This time limit applies to transfers involving state accounts in programs 01 through 10 only.

SPONSORED ACCOUNTS

Transferring charges from or to sponsored accounts.

Programs

Sponsored accounts include accounts in programs 11 through 14.

Requirements

Departments should avoid frequent, late, or inadequately explained transfers to sponsored projects. Personnel are to ensure that expenditures are initially assigned to the correct account. Sponsored Programs Services will not transfer a given expenditure more than once.

Do not transfer expenditures from one sponsored account to another for any of the following reasons:

Clearing an overdraft. (NOTE: A transfer between a home account and a subaccount may be acceptable.)

Avoiding restrictions imposed by law.

Avoiding restrictions in a sponsored agreement.

Convenience.

Such expenditures may only be transferred to a state-supported account in programs 01-10 or to other appropriate nonfederal funding sources.

NOTE: The above requirements are from Office of Management and Budget (OMB) Circular A-21, Section C.4.

Allowable Transfers

Expenditure transfers are allowable between closely related projects when the transfer meets all of the conditions specified in the sponsor's policies or guidelines or award terms and conditions. The following conditions are typical for an allowable transfer:

The projects are scientifically and technically related, and

The projects are under the direction of the same principal investigator, and

There is no change in the scope of the individual projects involved, and

The transfer is not detrimental to each individual project, and

The transfer is not used to circumvent the terms and conditions of an individual award.

Overdrafts

On occasion, one of the following situations occurs, causing a sponsored account to be exceeded. Overdrafts happen while awaiting supplemental funding, awaiting expenditure transfers to nonfederal funding sources at account closeout, and/or awaiting expenditure transfers from subaccounts to home accounts or home accounts to subaccounts. Refer to overdraft procedures in 30.21 for additional information.

Terminated Accounts

Departments may transfer overdrafts from terminated sponsored accounts to state accounts or other appropriate nonsponsored accounts by using object-subobject 03-WV.

When using this object/subobject, it is not necessary to itemize each direct cost transaction. Under Justification enter explanation #1. (See below for a description of justifications.) In such cases, Sponsored Programs Services should be contacted prior to coding the account since a transfer may impact sponsor billings.

Deadlines

90 Days

Sponsored Programs Services must receive the request within 90 days of the transaction date of the original charge as shown in the online Account Balances/Detail Application.

Exceptions

Route deadline exception requests to the Sponsored Programs Services Officer for approval. Explain why the transfer was not initiated in time to meet the 90-day deadline and what internal control procedures have been implemented to reduce the risk of reoccurrence.

Expenditure Reports

If a sponsor's final expenditure report is upcoming, submit a transfer request in time for the transfer to be posted at least 30 days prior to the due date. See also 40.03 for expenditure deadlines.

EXPENDITURE TRANSFER REQUEST

Obtaining Forms

Obtain supplies of the paper form from University Stores (US item #49882), complete and/or print the PDF form on 30.25.9, or obtain an approved electronic form template from Procedures, Records, and Forms.

Preparation

Instruction numbers correspond to numbers on the samples. Sections without numbers are considered self-explanatory.

See the PDF version of 30.25.4-5 for examples.

To: (1)

Indicate the request's destination. Check only one block.

Sponsored Accounts

Send all requests involving accounts in programs 11 through 14 to Sponsored Programs Services.

Wages

Send requests to transfer wages (object 01) to Payroll Services. EXCEPTION: Send transfer requests involving wages in programs 11 - 14 to Sponsored Programs Services.

Travel

Send requests to transfer travel expenditures (object 04) to the Travel Division. EXCEPTION: Send travel transfer requests involving accounts in programs 11 - 14 to Sponsored Programs Services.

IRI Desk

Send requests to transfer interdepartmental expenditures to the IRI Desk of the Controller's Office Revenue Section. EXCEPTION: Send interdepartmental transfer requests involving accounts in programs 11 - 14 to Sponsored Programs Services.

Other

Send other requests to Accounts Payable.

Questions

Direct questions regarding the request to the indicated office.

Transfer From: (2)

Enter the coding for account(s) which originally incurred the expenditure. Account coding includes: program, budget, project, object, and subobject. Also enter other requested information regarding the transaction, i.e., document and reference numbers, the amount, vendor number, and vendor name. This information is available from the online Account Balances/Detail Application or the Budget Statement.

Amount for Wages

Enter gross pay under Amount when making wage transfers. Refer to the Budget Statement, the online Account Balances/Detail Application, or the Payroll Expenditure Audit Report (PEAR) for gross pay. (See 55.22 for a description of the PEAR.)

For work study transfers, enter only the departmental charge in Amount.

Do not include charges for benefits in Amount. Benefits are automatically calculated and included by Payroll.

Transfer To: (3)

Enter the coding for account(s) which will assume the expenditure and enter Amount for each account. The remaining fields on this line need not be completed.

Wage Transfers (4)

Enter the requested information for the employee. Transfer wages for only one employee per form. Transfers involving multiple employees require multiple forms.

Payroll Dates

Enter the dates (begin and end) of the period worked by the employee. Costs of hours worked during this period are to be transferred.

Hours Worked

Enter the number of hours worked.

Justification/Explanation (5)

Enter the number of the explanation that best describes the reason for the expenditure transfer. The transferred expenditure must be an allowable, allocable and reasonable expense for the account receiving the expenditure. NOTE: The originating department must retain sufficient documentation to support transfer allowability to future auditors.

The purpose of the expenditure transfer is one of the following:

To remove an overdraft of a terminated sponsored project by transferring expense(s) to a state or local project. (Use object-subobject 03-WV.)

To move an expense from one state or local project to another state or local project. Example: To equipment replacement funds, Virtual University funds, a gift account. Additional justification is not required.

To correct a typographical error. Example: A data entry error caused the wrong account code to be entered. The error was found when the principal investigator reviewed periodic accounting reports.

To correct an account coding error. Example: A principal investigator has multiple awards and the wrong project number or object code for this expense was given to the account administrator. The error was found when the principal investigator reviewed periodic accounting reports.

To redistribute a high number of low cost individual or minor charges. Example: Copy machine rental, paper costs, telephone charges, mailing charges, or office supplies were billed to departmental accounts, but a portion of the total applies to a sponsored project. (NOTE: Telephone, mailing, and office supply costs must be in the proposal budget as approved by the sponsor.)

If an expenditure is identifiable as an entry in Account Balances/Detail, a reference is required. If not identifiable, departments must maintain internal records/logs of such usage to support the adjustment. Provide details on the Expenditure Transfer Request.

To record a change in the original decision as to the use of the goods or services. Example: A case of beakers originally charged to a teaching program are subsequently transferred to a research project. The requestor is certifying that the expenditures are appropriate charges to the recipient account.

To record a transfer between interrelated accounts. These expenditures are being transferred between interrelated accounts. Sponsor guidelines and procedures have been followed in determining interrelatedness. (NOTE: The process for establishing interrelatedness varies among sponsors.)

Other reasons. Explain how the error occurred, and how the costs will benefit the funding source.

The above explanations are not all inclusive. If the reason for the transfer is not adequately described in the first seven explanations, include a detailed explanation indicating how the error occurred and how the costs will benefit the funding source receiving the expense. An explanation which merely states that the transfer is being made to "correct an error," or to "transfer to the correct account," or "to correct costs that were inadvertently charged to an incorrect account" is not sufficient.

Principal Investigator (6)

The principal investigator responsible for the sponsored project which will receive the expenditure signs the request. This line is usually left blank when transferring expenditures to state accounts.

Administrator (7)

An authorized departmental or administrative representative from the department which assumes the expenditure signs the request. This representative must have been delegated expenditure authority for the supporting account. See 70.02 for an explanation of expenditure authority.

Effort Certification (8)

Complete this section when transferring a temporary employee's wages to an account in programs 06-14.

The certification statement is signed by a supervisor or administrator who signed the employee's Daily Activity Report and who has firsthand knowledge of the expended effort.

See 40.34 for a description of Effort Certification.

Routing

The department from which the expenditure is transferred retains a copy and routes the original to the department which will assume the expenditure.

After approving the request, the recipient account's department retains a copy and routes the original to the designated administrative section in the Controller's Office.

Records Retention

Refer to 90.01 for records retention requirements.

Departments are to retain sufficient documentation to adequately explain and justify expenditure transfers to auditors.

See the PDF form:
30.25.9: Expenditure Transfer Request
Complete and/or print as needed.

58.03_Expense_Assignment_Action.htm

Posted in:POSITION CONTROL

version 0 ([revision_count] revisions)

Posted on January 06,2014 by jeremy.bass

OVERVIEW

A department completes an Expense Assignment Action (EAA) form to make temporary changes or additions to a position's supporting accounts.

Use an EAA to make temporary changes to a position's funding. Use a Position Action form to make permanent changes to a position's funding (see 58.02).

The most common EAA transactions include:

Temporarily transferring funding from a state fund to a sponsored project.

Extending and/or changing the funding of a temporary position.

Adding or deleting temporary stipends or shift differentials.

The EAA may be used for other temporary changes.

Dates

An assignment's end date and the next assignment's begin date must be consecutive to avoid a possible interruption in the employee's pay.

Questions

Refer questions to Position Control in the Budget Office; telephone 335-9682.

ROUTING AND APPROVAL

Department

The department routes the EAA with any attachments to the area appointing authority or appointing authority designee.

Make a control copy, if desired.

Area

Each EAA must be approved by an appointing authority of the academic or administrative area or a designee of the appointing authority. See below.

After approval, the area administrator forwards the form with all attachments to Position Control.

Make a control copy, if desired.

Position Control

After receiving the EAA, Position Control does the following:

Reviews the completed form for accuracy and compliance with University and state regulations.

If necessary, routes the form to other offices for additional approval, e.g., Sponsored Programs Services, Controller's Office.

Enters the information into the online AIS DEPPS application and verifies the data afterwards.

Retains the originals of EAA forms. See 90.01 for retention require ments for departments and Position Control.

Return Copies

Position Control does not return copies to the office of the appointing authority after processing. Departmental personnel may review requested actions by accessing the AIS application DEPPS.

Personnel Actions

Position Control forwards any Personnel Action Forms routed with Expense Assignment Actions to the appropriate administrative office for processing.

Questions

Refer questions to Position Control in the Budget Office.

EAA FORM

Automated Forms

Automated templates of the EAA are available from the Office of Procedures, Records, and Forms. Telephone 335-2005 for information. Use of the automated form template permits completion on a computer.

PDF Forms

See the PDF master on 58.03.11 to obtain copies of the form.

Complete onscreen and print, or print and type or legibly hand print the form.

EAA Completion

See the form examples in the PDF version of pages 58.08.3, 58.03.4, and 58.03.6.

Contact Person (1), Phone No. (2)

Enter the name and phone number of an employee who can answer questions about this position.

E-Mail ID (3)

If the contact uses electronic mail, enter her or his E-Mail ID.

Mail Code (4)

Enter the mail code of the contact person.

File Number (5)

This box is for area use and is optional. See the instructions in 58.02 for the Position Action form for suggested coding.

Position Home Area No. (6)

This is a two-digit code.

Date Prepared (7)

Enter the date the form is prepared.

Organization Name (8)

Enter both area and department names.

Control Number

This number is entered by Position Control.

Position Identifying Description (9)

Enter the current position description, i.e., name. To change the description, mark the check box and enter the new description. If this is the only change to the position, complete a Position Identifying Description Change form instead of an EAA. See 58.04.

Position Number (10)

Enter the Position Number.

Find this number on a previous Position Action, EAA, Payroll Expenditure Audit Report, or through DEPPS online inquiry.

Incumbent WSU ID No. (11)

Enter the WSU ID number of the incumbent employee. If the affected position is occupied by multiple employees, enter "Group" in the field. If the position is vacant, enter "Vacant."

For group positions involving retroactive actions or supported by sponsored programs, enter the WSU ID numbers and names of the associated employees under Comments. See below.

Admin. Initials (12)

If accounts under more than one area support the position, each responsible administrator indicates approval of the applicable assignment information.

Account Area No. (13)

Enter the Area Number of the supporting account for each assignment.

Expense Type (14)

Enter one of the following three-letter codes.

Expense
Type Code
Expense Type
Limitations

REG Annual (12-month positions) Not used for graduate assistants

RGA Academic (9-month faculty positions only) Not used for graduate assistants

RGC Cyclic Not used for graduate assistants

R/T Graduate assistants (RA/TA/SA)

SUM Summer session and summer appointments Not used for graduate assistants

L/D Location differential

S/D Shift differential

ADR Added responsibility/Administrative stipend

CHR Chair stipend

S/S Special skills/Multilingual skills differential

PER Perquisite

Account Code (15-19)

Enter the full account code.

Differential Amount (20)

Enter the monthly amount(s) for the differential types such as shift, location, administrative stipend, chair, multilingual, or perquisite.

Shift Differential

For classified employees, the monthly shift differential is $113.10.

Assignment Percentage (21)

Complete this space for expense types REG, RGA, RGC, R/T, and SUM.

Enter the percent of the position to be funded by the account assignment. The assignment percent can be carried out to four decimal places, e.g., 033.3333 and 075.0000.

The total of the current expense Assignment Percentages must equal Position Effort Percent. EXCEPTION: The total of a group position's Position Effort Percent may be greater than 100 percent, however the sum of the Assignment Percentages must not exceed 100 percent.

Assignment Begin Date (22)

Enter the first day that the position is to be funded by the new account.

For existing accounts, this box can be left blank if the begin date is not changing. EXCEPTION: Enter the begin date of the existing account if a change is being made to another account that is effective prior to the existing account.

Assignment End Date (23)

Enter the last day the position is to be funded by the account.

For existing position assignments, refer to the online DEPPS application to verify begin and end dates.

If the existing account end date is being extended, enter the new end date on the existing account.

If the existing assignment is to be changed or ended prior to the DEPPS end date, leave the begin date blank and enter the new end date.

Comments (24)

Use this space to describe any aspect of this action.

Sponsored Programs

If the position is supported by an account in programs 11-14 (sponsored programs), enter the WSU ID numbers and names of associated employees.

Retroactive Actions

Include justifications for retroactive assignments to sponsored projects.

If the retroactive assignment involves multiple employees, enter the WSU ID numbers and names of the associated employees.

Approval

Signature of Principal Investigator (25)

Enter the name and obtain the signature of the principal investigator for retroactive assignments supported by sponsored programs (11-14).

Signature of Appointing Authority (26)

Enter the name and obtain the signature of the area's appointing authority or the appointing authority designee. This approval is required to complete the transaction.

NOTE: Area appointing authorities must notify Position Control in writing of those individuals approved for signing these non-appointment-affecting actions. The Budget Office reserves the right to limit the number of designees authorized to sign position control documents.

Signature of Sponsored Programs Officer (27)

Position Control obtains this approval if necessary.

Signature of Other Administrator (28)

Other approvals may be required by administrative units.

EXAMPLES
Action	Page
Changing an account assignment from state funds to grant funds and changing the identifying description	58.03.7
Temporarily assigning an expense to a different account	58.03.8
Adding a temporary stipend (differential)	58.03.9
Justification for retroactive assignment on a sponsored program	58.03.10

See the PDF form:
58.03.11: Expense Assignment Action
Complete and/or print as needed

58.02_Position_Action–Position_Review_Request.htm

Posted in:POSITION CONTROL

version 0 ([revision_count] revisions)

Posted on January 06,2014 by jeremy.bass

OVERVIEW

A department uses a Position Action/Position Review Request (PRR) form to create, abolish, or modify a position and/or its assignment of accounts.

The department may also use the form to request a position audit by Human Resource Services (HRS). Refer to 60.02 for position review request procedures.

ROUTING AND APPROVAL

Department

The department routes the Position Action/PRR with any attachments to the area administrator.

Make a control copy, if desired.

Area

Each Position Action must be approved by the dean, finance officer, equivalent administrator, or designee of the academic or administrative area.

After approval, the area administrator forwards the form with all attachments to HRS.

Make a control copy, if desired.

HRS

After receiving the Position Action, HRS does the following:

Reviews the completed form for accuracy and compliance with University and state regulations.

If necessary, routes the form to other offices for additional approval, e.g., Sponsored Programs Services.

Enters the information into the online AIS HEPPS application and verifies the data afterwards.

Retains the originals of Position Action forms. See 90.01 for retention requirements for departments and HRS.

Audits the position, as needed.

Return Copies

HRS usually does not return copies to the office of the area administrator or dean after processing the Position Action/PRR. Departmental personnel may review requested actions by accessing HEPPS.

GENERAL INSTRUCTIONS

Creating a Position

The originating department completes a Position Action/PRR to create a civil service, collective bargaining unit, administrative professional, faculty, or graduate assistant position.

See 60.25 for definitions of these employee types.

NOTE: If the new position is intended to be an administrative professional or civil service position, check the PRR box and refer to 60.02. HRS audits such position and establishes a "skeletal" position, pending audit results.

If the intended new position is covered by a collective bargaining unit agreement, do not check the PRR box. See the applicable collective bargaining unit agreement for position review procedures. Contact HRS for assistance.

Before Change

Leave the section of the form titled Position Configuration Before Change blank.

After Change

Specify all proposed attributes of the new position under Proposed Position Configuration After Change.

Abolishing a Position

Originating Department

The originating department completes and submits a Position Action/PRR for all employee types.

Layoff or Discontinuation of Appointment

If the position being abolished is currently occupied, the department must follow proper layoff or discontinuation procedures. See 60.37, the Administrative Professional Handbook, and the Faculty Manual. Contact HRS for assistance.

Notify HRS well in advance if there is possibility of a layoff.

Occupied Civil Service, Bargaining Unit, or AP Position

For an occupied civil service, collective bargaining unit, or administrative professional position, HRS does not process the form until the employee's appointment is ended.

Modifying a Position or Assignment of Accounts

The originating department completes and submits a Position Action/PRR for all employee types.

Reclassification

If the change is a reclassification of a civil service or administrative professional position, the PRR information is required. See 60.02.

Reduction of FTE

If the FTE or term of an occupied position is being reduced, a layoff may occur. Refer to Abolishing a Position above.

COMPLETING THE POSITION ACTION FORM

Questions

Refer questions about completing the form to HRS.

Form Versions

To obtain Position Action/PRR forms, departments may choose from the following three versions:

PDF version Position Action/PRR. Complete and/or print the PDF master on 58.02.19.

Automated template Position Action/PRR. Contact Procedures, Records, and Forms for information about automated form templates or go to the following web page:

http://public.wsu.edu/~forms/fm.html

Paper version Position Action/PRR from Central Stores. Request inventory number 3304.

Completion

Type or print the form. All data must be legible.

See the PDF version of 58.02.4, 58.02.6, 58.02.8, and 58.02.9 for examples.

PRR Box

Check the PRR box at the top of the form if the requested action creates, reactivates, reclassifies, abolishes, or reduces a civil service or administrative professional position.

NOTE: If the requested action creates, reactivates, reclassified, abolishes, or reduces a position which is covered by a collective bargaining unit agreement, do not check the PRR box. See the applicable collective bargaining unit agreement for position review procedures. Contact HRS for assistance.

Person to Contact (1), Phone No. (2)

Enter the name and telephone number of an employee who can answer questions about the position. If this space is blank, it is completed by the area office when the Position Action/PRR is reviewed.

E-Mail Address (3)

Enter the e-mail address assigned to the contact person if he or she actively uses e-mail.

Mail Code (4)

Enter the Mail Code of the contact person.

Position Number (5)

Enter Position Number if the position exists. The number can be found on a previous Position Action/PRR, in HEPPS, in Account Balances/Detail, or the department's Payroll Expenditure Audit Report.

New Position

If the Position Action/PRR creates a new position, leave the space blank. HRS enters this number on the form.

WSU Organization Name (6)

Enter department and area names.

File No. (7)

The File Number if for area use and provides the area with a reference number for the position. It is not required. HRS does not refer to this number. The following examples are suggested numbering systems.

By Position

Enter P (for Position Action/PRR), position number, fiscal year and ascending numerical count.

By Budget

Enter P (for Position Action/PRR), budget number, fiscal year and ascending numerical count.

Examples

By Position By Budget

P-123456-94-l P-2452-94-1

P-115345-94-2 P-2452-94-2

P-223405-94-3 P-2452-94-3

Posn Type

Enter G if this is a group position and the effort is greater than 100 percent. Otherwise, leave this space blank.

Tran Type and Control No.

These are internal control numbers entered by HRS.

Effective Date (8)

Enter the month, day and year that this action affects this position. If there is more than one account assignment date specified on the form, enter the earliest date.

If the position is to be audited, enter the requested effective date. The date may be changed by HRS as a result of the audit.

Types of Action (9)

Provide a brief explanation of the requested action, e.g., create new position, change base value, change assignment of accounts.

Position Location (10)

Leave this space blank if the position is located at WSU Pullman. Otherwise, enter the appropriate campus or other location name, e.g., WSU Vancouver, College of Nursing.

Date Prepared (11)

Enter date of preparation.

Position Begin Date (12)

Required for new positions. Leave blank for existing positions.

Position End Date (13)

Abolished Positions

Enter the last day the position is active if the position is being abolished.

Temporary Positions

Enter 12/31/49 if the position is temporarily funded.

Permanent Positions

Enter 99/99/99 if the position is permanently funded.

Reason for Action/Comments (14)

Explain the reason for the action or any comment which will assist in review and approval of this transaction.

Sponsored Programs

If the position is supported by an account in programs 11-14 (sponsored programs) enter social security numbers of associated employees.

PRR

If the PRR box at the top of the form is checked, indicate the reasons for establishing, abolishing, or reducing the position, e.g., reasons for lack of work or lack of funding for the position. Attach additional pages if necessary.

Position Configuration Before Change (15-27)

Complete this section of the form for existing positions. Enter the current position configuration as shown in HEPPS. Leave this section blank when creating new positions.

Position Home Area No. (15)

Enter the appropriate two-digit area code to indicate the home area of the position.

Position Home Dept. No. (16)

This is a four-digit code. Enter home department number which represents the home department of the position.

Perm./Temp. Position (17)

Enter the applicable current code:

P = permanent (permanently funded)
T = temporary (not permanently funded)

Title Description (18)

Enter the current position title (job class).

Position Identifying Description (19)

Enter the current identifier.

Generally, enter the name of the employee, last name first.

Title Code (20)

Enter the current Title Code (job class) for the position.

Position Term (21)

Enter the Position Term as a number of months, e.g., 9, 12.

Cycle Start Date (22)

Supply a position Cycle Start Date (month and day) if the basis of service is academic or cyclic. Enter the first date within a fiscal year that the cyclic year begins. NOTE: Twelve-month positions have a 07/01 cycle start date.

Full Time Monthly Base Rate (23)

Enter the current full-time monthly base rate for the position. Note: Base rate does not include differential or stipend amounts.

Position Allocation Percent (24)

Enter for permanently-funded positions only.

Enter the current percentage of the position supported by permanent funds with a numeric value such as 100.0000 or 50.0000. This figure is the sum of the Assignment Percentage, space 50, supported by permanent funds.

Monthly Allocation Amount (25)

Enter the current monthly position allocation for permanently-funded positions only.

To calculate this amount, multiply the Full Time Monthly Base Rate, space 23, times the Position Allocation %, space 24, and add any permanent stipend or differential.

Position Effort Percent (26)

Enter the current total assignment of this position with a numerical value, such as, 100.0000 or 50.0000. The Position Effort % may exceed the Position Allocation % but may not exceed 100% for nongroup positions.

Range/Step (27)

For civil service and collective bargaining unit positions enter the current applicable range and step.

Proposed Position Configuration After Change (28-40)

The same definitions apply to this section as described above in the Position Configuration Before Change section.

Complete only those boxes that are changing. For new positions, all boxes should be completed.

If box 32, the Position Identifying Description (name), is the only change, complete a Position Identifying Description Change form instead of the Position Action. See 58.04.

Assignment of Accounts (41-52)

Use a Position Action/PRR form to make permanent changes to account assignments.

Use an Expense Assignment Action form (see 58.03) to make temporary changes to account assignments that do not involve position changes.

Admin. Initials (41)

The area administrator or designee responsible for the assigned account initials the line if the account is not under the area indicated in space 28 (or space 15 if 28 is blank).

Account Area No. (42)

If the assigned account is not in the area indicated in space 28 (or space 15 if 28 is blank), indicate the account's area. Enter the appropriate two-digit area code to indicate the account's area.

Expense Type (43)

Enter one of the following three-letter codes.

Expense
Type Code Expense Type Limitations

REG Annual (12-month positions) Not used for graduate assistants.

RGA Academic (9-month faculty positions only) Not used for graduate assistants.

RGC Cyclic (civil service, collective bargaining unit, AP, nonacademic faculty) Not used for graduate assistants.

R/T Graduate assistants (RA/TA/SA) Not used for graduate assistants.

SUM Summer session and summer appointments

L/D Location differential

S/D Shift differential

ADR Added responsibility/Administrative stipend

CHR Chair stipend

S/S Special skills/Multi-lingual skills differential

PER Perquisite

CAI County additional income (Program 09A only)

Spaces 44-48

Enter complete account coding even if there is no change. HRS uses this information to verify signature authority. If there arechanges in account coding, enter the current account code(s) with end dates(s), and the changes on additional lines with begin and end dates.

Differential Amount (49)

Complete this space for differential amounts and perquisite values, and stipends.

Assignment Percentage (50)

Enter the percent supported by the indicated account.

For permanently funded positions, the total of the current permanent Assignment Percentage must equal the Position Allocation Percent (space 24 if no change is proposed in the Position Allocation Percent or space 37 if a change is proposed in the Position Allocation Percent). EXAMPLE: If the Position Allocation Percent is 75.0000, then the permanent Assignment Percentage must total 75.0000.

For nongroup positions, the total of the current Assignment Percentage must equal the Position Effort Percent (space 26 if no change is proposed in the Position Effort Percent or space 39 if a change is proposed in the Position Effort Percent).

When changes occur to Assignment Percentage, allocation and expense assignments are affected.

Enter the numeric value, e.g., 100.0000 or 50.0000. Up to four decimal places may be used.

Assignment Begin Date (51)

Enter the first day the position is funded by this account.

NOTE: An interruption in the dates between assignments results in an interruption in pay for the employee appointed to the position.

Assignment End Date (52)

Permanently Funded Positions

Enter 99-99-99 if the assignment is permanent.

Temporarily Funded Positions

Enter the last date the position is funded by the specified account.

Abolished Positions

Enter the last day the assignment is active if a position is being abolished.

Signatures (53-55)

Enter the applicable administrators names. The administrators sign and date the form in the spaces provided.

Positions supported by sponsored accounts in programs 11-14 require the signature of the requestor, usually the principal investigator.

EXAMPLES

Action

Page

Create a new position (Skeletal Position Action/PRR)

58.02.10

Reclassification request

58.02.11

Change permanent budget assignment
Change demographic data

58.02.12

Create permanently-funded faculty position

58.02.13

Create temporarily-funded faculty position

58.02.14

Add partial shift differential

58.02.15

Multiple actions on one Position Action/PRR form
Change a position end date
Change position percent
Change position funding

58.02.16

Extending a position and changing funds

58.02.17

Permanently adding a Differential/Stipend

58.02.18

See the PDF form:
58.02.19: Position Action / Position Review Request
Complete and/or print as needed

30.21_Overdrafts.htm

Posted in:RESPONSIBILITY

version 0 ([revision_count] revisions)

Posted on January 06,2014 by jeremy.bass

FINANCE
30.21
Revised 7-10
Controller's Office
335-2013
Budget Office
335-9681 PDF link

Each department chair is responsible for establishing internal departmental policy for resolving overdrafts. Departmental policy is to conform to University overdraft policies and procedures included in this section.

Prevention

Overdrafts can be prevented or minimized by careful account monitoring. See 30.07 for guidelines on how to use monitor account balances. See 85.33 for instructions on how to obtain access to online financial information.

PROCEDURES

Differing overdraft procedures apply to various types of WSU accounts. Review the section below that applies to the account in question.

Programs 01-10

The following applies to accounts in programs 01-10.

The area administrator (usually a dean) has the responsibility of ensuring that the area as a whole is not overdrawn.

A budget administrator (usually a chair) who is faced with a potential overdraft is responsible for consulting with his or her area administrator.

Clearing Overdrafts

The area administrator has at least two options for dealing with overdrawn accounts:

The budget administrator may be told to cease all expenditures on the account.

The area administrator may reallocate funds from an appropriate account under his or her jurisdiction by initiating an allocation transfer request to the Budget Office. The allocation transfer request includes:

Account coding of both accounts, and

Signature of an area administrator or designee who has expenditure authority for both accounts.

NOTE: Both accounts must be within the same fund and subfund. In most cases both accounts must be within the same program. Consult with the Budget Office before making transfers between programs.

Plan and Timeline

The area administrator may work with the unit on a plan and timeline to clear the overdraft. The responsible dean and the Provost must approve of the plan and timeline prior to implementation.

The dean sends a copy of the approved plan and timeline to the Executive Budget Director.

Sponsored Accounts

The following applies to sponsored accounts in programs 11-14.

The principal investigator and department chair are responsible for ensuring that expenditures on a sponsored account do not exceed the amount awarded by the sponsor at the time the grant is closed.

Conditions

Occasionally an account is overdrawn because the department or principal investigator has initiated or expects one of the following conditions. (This list is not all inclusive.)

Receipt of supplemental funding;

An expenditure transfer to clear an overdraft on a terminated account;

An expenditure transfer to transfer a charge from a home account to a sub-account or from a sub-account to a home account;

An Advance Expenditure Authorization (see 40.23).

When one of the above conditions occurs, the condition meets acceptable standards of internal controls and accountability if corrected within 60 days of the end of the month. (NOTE: A sponsor's deadline may require earlier correction.)

Classes of Sponsored Accounts

Within the scope and context of this section, short-term overdrafts (up to 90 days) may occur in the following types of sponsored accounts. Sponsored Programs Services (SPS) monitors these classes of sponsored accounts and issues overdraft notices when appropriate.

Accounts with open-ended termination dates, i.e., 99/99/99;

Accounts for which the initial award is pending (see 40.23);

Accounts supported by intermittent funding when receipts automatically allocate;

Accounts with a GAR Exception Code.
(Guarantee Account when funding is pending.)

Other Conditions

The Executive Director, Business Services/Controller or authorized designee may approve other short-term overdrafts caused by unique conditions.

Expenditure Transfer

Upon discovery of an overdraft, the department chair identifies an appropriate alternate account to absorb the excess expenditures. NOTE: Some departments have established special grant overdraft clearing accounts.

Expenditures are not transferred to another sponsored account unless specifically permitted. See expenditure transfer procedures in 30.25.

Periodic Review

Sponsored Programs Services (SPS) periodically reviews the status of all sponsored accounts. Overdrafts on active sponsored accounts should be guaranteed.

Overdrafts on sponsored accounts are considered to be guaranteed when area administrators designate accounts that assume the expenditures when awards have not occurred. Such designated accounts are referred to as guarantee accounts. See 40.23.

SPS sends notices to department chairs regarding overdraft sponsored accounts that have been terminated for more than 60 days. The notice states the departments must cease making expenditures on the overdraft accounts or notify SPS of the designated guarantee accounts.

The department chair and/or principal investigator identifies an alternative source of funding and transfers excess expenditures. See 30.25.

Response Due Date

The overdraft notice sent to the department chair includes a response due date for clearing the overdraft. SPS usually requests a response from the department chair within two weeks.

Occasionally, circumstances prohibit a department or principal investigator from clearing an overdraft by the response due date. The principal investigator may submit a written extension request explaining the circumstances to the SPS Director or an authorized designee.

If the department fails to take action by the response due date and does not submit a written extension request to SPS, SPS transfers the overdraft to the department's clearing account. If the department does not have an overdraft clearing account, SPS works with the applicable area administrator to determine the appropriate source of funding to resolve the overdraft.

If the account is not cleared or a funding plan is in not place within 30 days of the response due date, SPS notifies the Executive Budget Director and the Provost. The Provost works with the applicable area administrator to determine the appropriate source of funding to resolve the overdraft.

Exclusion

Terminated accounts with an overdraft of $25.00 or less (allowable costs only) are excluded from overdraft review and correction. When there are sub-accounts for an award, the overdraft amount is the total of all sub-accounts and the home account.

Other Accounts

The following applies to other accounts in programs 15 and above.

Budget administrators are responsible for ensuring that such accounts do not become overdraft. If an overdraft occurs (or is anticipated), the administrator may request that the Controller transfer expenditures or revenues.

Expenditure Transfer

The budget administrator may transfer expenditure(s) from the overdraft account. See 30.25 for procedures.

Revenue Transfer

The budget administrator may transfer revenue into the overdraft account.

NOTE: Monies from state-supported accounts (programs 01-10) may not be transferred to accounts in programs 15 and above.

The administrator routes a memorandum to the Controller indicating:

Names and coding of both accounts.

Reason for the transfer.

An administrator with authority over both accounts signs the request memorandum. NOTE: The administrator may submit the request memorandum by e-mail message from her or his own e-mail account.

The transaction is initiated after Controller's Office personnel determine that the transfer is appropriate.

Periodic Review

The General Accounting Section of the Controller's Office periodically reviews the status of accounts in programs 15 and above.

The General Accounting Section sends notifications to administrators of overdraft accounts. Administrators are responsible for immediately clearing the overdraft by revenue or expenditure transfer as described above.

If the administrator does not correct the overdraft within two weeks of the first notification, the Controller sends a second notice of overdraft with a copy to the responsible dean.

40.23_Sponsored_Project_Activity_Request.htm

Posted in:Uncategorized

version 0 ([revision_count] revisions)

Posted on January 06,2014 by jeremy.bass

SPONSORED AGREEMENTS
40.23
Revised 5-08
Sponsored Programs Services
335-2058

Principal investigators and administrators use a Sponsored Project Activity Request (SPAR) form to initiate the following actions regarding sponsored project accounts:

To begin limited expenditures with an Advance Expenditure Authorization prior to formal award of a grant or contract.

To request authorization to make pre-award expenditures prior to the award date of a grant or contract under Federal Demonstration Partnership Program (FDP) terms and conditions. (FDP terms and conditions were formerly referred to as "expanded authorities.")

To establish a departmental guarantee account that is responsible for all expenditures not covered by formal approval or award.

To continue making expenditures past the project termination date pending formal agency approval of a no-cost extension or an extension with additional funds.

To request a rebudget of an existing account that requires sponsoring agency approval or to purchase an item/service not included in the original budget. (FDP terms and conditions do not apply. (See below.)

To request pre-award costs and extension of grant period time frame under FDP terms and conditions. (See below.)

To request project extension without additional funds under FDP terms and conditions. (See below.)

To rebudget within an existing sponsored account.

Questions

Direct questions regarding the SPAR to Sponsored Programs Services (SPS); telephone 335-2058.

FDP Terms and Conditions

Many federal agencies issue awards covered by FDP terms and conditions. In such cases, the agencies have provided the University with authority for approving certain activities and transactions associated with sponsored projects, i.e., pre-award costs, no-cost extensions, and rebudgeting. Principal investigators and budget administrators are responsible for reviewing the applicable award document, published guidelines, or agency notices for references to FDP terms and conditions granted to the University.

Approval Exceptions

Even though FDP terms and conditions may be in place, the following agencies require the University to submit time extensions notifications, as follows:

National Science Foundation (NSF) awards. The principal investigator (PI) submits time extension requests directly through the NSF Fastlane website. Contact SPS for more information.

National Institutes of Health (NIH) awards. The PI submits written time extension requests through OGRD. See also below.

SPONSORED PROJECT ACTIVITY REQUEST

Copies

To obtain copies of the SPAR form, complete and print the PDF master form on 40.23.10 or obtain an automated form template from the Procedures, Records, and Forms FileMaker Pro website at:

http://www.wsu.edu/~forms/fm.html

Instructions

The following provides instructions for specified form sections. Numbered instructions apply to numbers on the sample in the PDF version of 40.23.3. Unmentioned sections are considered self-explanatory.

Complete the top section of the form providing contact information and information about the sponsored project.

NOTE: Submit a copy of the approved budget proposal with the SPAR, if the approved budget has not been entered into the OGRD database for the activity.

Proposal Working Title (1)

Enter a working title for the proposal no longer than 42 characters including spaces.

Principal Investigator (PI) (2)

Enter the name of the PI responsible for the requested project. Enter the full name, not a nickname. If more than one PI is responsible for the requested account, enter the additional names under Explanation.

PI's WSU ID No. (3)

Enter the WSU ID number for the named PI. If more than one PI name is requested for the account, enter the additional WSU ID numbers under Explanation.

Department Contact (4)

Enter the name of the administrator who completed the SPAR form and is able to answer questions about the sponsored project.

On-Campus or Off-Campus (5)

Check yes or no, in accordance with Request for Approval of Application for Extramural Support (REX) form question #3.

To view the REX form, go to the Office of Grant and Research Development (OGRD) website at:

http://www.ogrd.wsu.edu/Forms.asp

Sponsor (6)

Enter the name of the sponsor. NOTE: It is particularly important enter accurate information in this field when requesting an Advance Expenditure Authorization.

Receiving Funds from Federal Agency? (7)

Indicate whether or not the sponsor is receiving funds from a federal agency. NOTE: This question must be answered when requesting an Advance Expenditure Authorization unless the sponsor is a federal agency. If the sponsor is a federal agency, leave this field blank.

Research? (8)

The requester must check either yes or no in this field in order for Sponsored Programs Services (SPS) to determine the program number to be assigned to the project.

Research is defined as a systematic study directed toward fuller knowledge or understanding of the subject studied (classified as either basic or applied).

Home Account (9)

If the project account has, will have, or is a home account, enter the account number (program-budget-project). (The home account is the primary account assigned to the project.)

Pre-award Costs Requested? (10)

Complete this field if pre-award costs are included in the guarantee and/or if requesting pre-award costs under FDP terms and conditions.

Pre-award Effective Date (11)

If yes is checked under Pre-award Costs Requested?, enter the start date that pre-award costs are required.

Time Limits

Enter the effective date for the start of the pre-award expenditures. Expenditures must be incurred within 90 days of the actual effective date of the award. NOTE: If the effective date of the project is later than anticipated, a specified departmental account (guarantee account) supports expenditures made prior to the 90-day cutoff unless the sponsor agrees to support the early expenditures.

Noncompeting NIH Projects

The 90-day limitation applies only to the first budget period of a noncompeting NIH project. Pre-award expenditures for subsequent budget periods can be requested for more than 90 days prior to the next budget period's award effective date.

OGRD No. (12)

Complete, if known. Include the activity number, if applicable. This number is available in the OGRD database.

To view the OGRD database, go to:

https://gateway.ogrd.wsu.edu/default.asp

F&A Rate (13)

Complete this field when requesting an Advance Expenditure Authorization.

If Facilities and Administrative (F&A) costs are required on the grant or contract, specify the applicable F&A rate (percentage). Also specify the base used for calculating F&A costs. Modified Total Direct Costs (MTDC) is the base most commonly used for the University's approved federally-negotiated F&A rate. See 40.25.

Existing Account (14)

Complete this field if requesting a change to an existing account. Provide the existing account number (program-budget-project). If more than one account is involved, provide the additional account numbers under Explanation. If more room is needed, attach a separate sheet.

If the account is new, leave this field blank and enter the applicable four-digit budget number on the line for the first guarantee requested activity choice. (See line 21 on the example in the PDF version of 40.23.3.)

Award Begin/End Dates (15)

Enter the beginning and ending dates of the grant or contract.

Guarantee Account

A dean or equivalent administrator designates a guarantee account which assumes expenditures if formal agency approval or award does not occur.

Enter Guarantee Account Information when:

Requesting an Advance Expenditure Authorization,

Requesting authorization for pre-award expenditures,

Extending a termination date when FDP terms and conditions do not apply, or

Purchasing an item not in the original budget, i.e., rebudget, that requires sponsor's approval.

NOTE: Guarantee account information is not required if the requested activity choice is under Other. See also below.

Guarantee Remaining Funds? (16)

Check "yes" if utilizing remaining funds and no new money is to be added.

New Fund Amount (17)

Enter the amount of additional (not currently allocated) funds to be guaranteed. If the form is a revision of an earlier SPAR, enter the updated total amount to be guaranteed.

Guarantee Account Number (18)

Enter the account number (program-budget-project) of the account designated by unit and area administrators as the guarantee account. Expenditures on the authorization must also be allowable on the guarantee account.

Usually, administrators designate state-supported or unrestricted accounts as guarantee accounts.

NOTE: Other grant or contract accounts (programs 11-14) are not acceptable as guarantee accounts.

Guarantee Begin Date (19)

In most cases, the guarantee begin date is the award begin date. If pre-award costs are authorized, enter the pre-award cost authorization effective date.

If the request is for the extension of an existing account, leave this field blank. (Do not enter a future effective date.)

Requested Activities (20)

Check one box describing the requested activities.

Advance Expenditure Authorization

Process an Advance Expenditure Authorization to begin limited expenditures prior to formal award of a grant or contract. (Generally the principal investigator or the OGRD has informally learned that the grant or contract has been or soon will be awarded).

New Account (21)

Check the first box only for a new guarantee account. If the Advance Expenditure Authorization is to be processed with a new account, enter the applicable budget number.

Award Receipt

Upon receipt of the approved award, the account information set up by the SPAR is superseded by the award terms and conditions. Conflicts between the Advance Expenditure Authorization and the actual award may result in a transfer of expenditures to the guarantee account.

Account Control

Expenditures and commitments based on the Advance Expenditure Authorization must be controlled by the principal investigator, the department, and the University in the same manner as for the formal award.

Allocation

The approved and guaranteed amount is not shown as an allocation in Account Balances. Sponsored Programs Services makes the allocation when formal award or approval is received from the sponsor.

Project Extension (22) (23)

A principal investigator may submit an Advance Expenditure Authorization to request extension of the budget period with or without additional funds pending formal sponsor approval.

NOTE: The fact that funds remain at the project's expiration date is not sufficient justification for an extension request.

Sponsored Programs Services (SPS) recommends that the PI submits the extension request through OGRD at least thirty days prior to the final budget period expiration date.

Guarantee for Rebudget (24)

A principal investigator may use a SPAR to add an object to an existing account to request the purchase of an item or budget category not in the original budget when a sponsor's approval is required. NOTE: Rebudget requests based on Advance Expenditure Authorizations are not reallocated until sponsor approval is received.

Change to an Existing Guarantee Account (25)

Check this box when the account is under guarantee but the award is not yet set up and changes to the existing guarantee are needed. Enter the requested changes under Explanation. Examples: Extend guarantee end date, add an object on a guarantee account, change guarantee begin date, add pre-award costs to guarantee.

Other

Changes (Internal Rebudgeting) (26)

A principal investigator may submit a SPAR to request that funds be rebudgeted between two existing accounts under the same award, unless agency approval is required. Rebudgeting is defined as changing budgeted allocations in expenditure categories (objects).

Enter the account numbers and desired changes in the appropriate columns on the Object Table. The total in the From column should equal the total in the To column.

NOTE: If requesting a funds transfer to a new account, submit a Research or Conference Account Request (RCAR) form instead of a SPAR form.

Pre-award Costs (27)

The University may authorize a principal investigator to make expenditures prior to the beginning date of a sponsored agreement in accordance with FDP terms and conditions (see above) if the following criteria are met:

Incurred costs must be necessary for the conduct of the project, and

The costs are allowable under the potential award.

See above for pre-award information and instructions (example numbers 10 and 11).

NOTE: When required for specific expenditures or activities not covered by FDP terms and conditions, agency prior approval must be obtained.

Extend Account End Date (28)

If a time extension is approved under FDP terms and conditions, the final budget period for the project may be extended one time only for a period up to one year after the original expiration date. Refer to agency guidelines and the award document for more information. See also 40.25.

If the extension is approved by the University, University officials notify the sponsoring agency. The sponsor usually provides acknowledgment of the new expiration date.

Allowable Objects (29)

When requesting a new account, check allowable expenditure objects for the account on the Object Table. This review is not required if extending an existing account, unless a new object is being opened.

If opening a new object on an existing account, enter the object description under Explanation.

NOTE: When a F&A rate is entered in the F&A Rate field, certain allowable object information must be completed, as indicated below:

Object 13 (F&A costs) -- To allow expenditures in object 13, the department must check object 13 on the Object Table and attach an approved budget.

Also, if the department checks object 13 on the Object Table, the department must enter an F&A rate in the F&A Rate field.

Object 00 (salaries) or 01 (wages) -- If the department checks object 00 or 01, the department must also check Object 07 (employee benefits), unless prohibited by the sponsor.

Explanation (30)

Enter an explanation for the requested activity. If the request is to incur costs prior to the receipt of a formal award, indicate the basis for assuming the sponsor will approve the proposal.

If more than one account is being requested, additional accounts numbers may be entered here or enter "See Attached," if the number of accounts is too numerous.

Routing and Approval

Send the original SPAR and attachments to Sponsored Programs Services (SPS) after the authorization has been approved by the principal investigator, chair, and dean (or equivalent administrator). NOTE: Dean or equivalent administrator signature is required on all guarantees unless a blanket authorization is on file with SPS.

Provide copies of the approved form to the principal investigator, the chair, and the dean (or equivalent administrator).

In order to facilitate processing, the SPAR and attachments may be faxed to Sponsored Programs Services and other offices.

See the PDF form:
40.23.10: Sponsored Project Activity Request
Complete and/or print as needed.

30.05_Establishing_Naming_and_Terminating_WSU_Accounts.htm

Posted in:FINANCE

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Posted on January 06,2014 by jeremy.bass

ACCOUNTS

University units track financial transactions by monitoring University accounts.

Code Components

Account codes are made up of several components which permit University personnel to precisely identify each financial transaction. These components are:

Fund

An accounting entity with self-balancing set of accounts for recording assets, liabilities, a fund balance, and changes in the fund balance. Separate accounts are maintained for each fund to ensure observance of limitations and restrictions placed on the use of the resource.

Appropriation

A legislative authorization to incur expenditures for specific purposes and limited as to time and amount from designated resources.

Subfund

A managerial division of a fund used to provide greater detail. In state-appropriated accounts, e.g., Fund 001, this may also be referred to as an appropriation.

Program/Subprogram

The various operating functions within the University (e.g., instruction, administration, and plant operation). See also 70.03.

Budget

The accounting level for an administrative unit within the institution.

Project

The accounting level for a unique activity within a subdivision or an administrative unit.

Example of a State Account

001-01-07S-2561-0002

001

Fund: State General Fund

Subfund: General University

07S

Program: Organized Activities Related to Education

2561

Budget: Veterinary Clinic Supervision

0002

Project: Small Animal Hospital

Example of a Sponsored Account

145-01-11V-2452-0066

145

Fund: Grants and Contracts

Appropriation: Federal

11V

Program/Sub-Program: Federally Sponsored Research

2452

Budget: Chemistry

0066

Project: NSF Grant No. GP-9252

ESTABLISHING ACCOUNTS

New accounts are established to classify and track revenue and expenditures.

Only departmental personnel with expenditure authority may approve expenditures from a given account. The department completes and submits Expenditure Authority Delegation forms to make changes to authorized signatures. See 70.02.

Programs 01-10

Educational and general accounting programs

Budgets

Usually new budgets are established at the beginning of the biennium or when new functions are authorized by a special legislative session. In these cases, the Budget Office advises the administrative unit and Controller's Office of the account.

If an administrative unit identifies the need for a new budget component of the account code, the dean or equivalent area administrator directs a memorandum to the Budget Office. The request outlines the circumstances which require the new budget code, suggests a budget title, and identifies the source of the funds, and the nature of the proposed expenditures.

The Budget Office evaluates the request in terms of the proposed types of expenditures and sources of revenue. If the request is approved, a program-budget code is assigned to reflect the appropriate classification. The Budget Office notifies the Controller's Office and the new budget is entered into the accounting system.

The Budget Office advises the administrative unit as to the disposition of the request for a new budget coding.

If the new account requires an allocation of funds or a transfer of funds to the account, the dean or equivalent area administrator sends a memorandum to the Budget Office indicating the amount and source of funds. The Budget Office prepares a budget journal voucher to allocate the funds. The Budget Office sends copy of the budget journal voucher to the requesting administrator.

NOTE: For accounts in Fund 148-01, the area administrator sends a memorandum to the Controller's Office requesting a revenue transfer to fund the new account.

Projects

Departments may establish projects within a budget as necessary for the administration and management of the unit.

Administrators must provide the following information to the Controller’s Office:

Budget,

Project title,

Purpose,

Objects required, and

Source of funds.

The Controller's Office is available to assist an administrative unit in establishing new projects.

Programs 11-14

Sponsored programs

As the University is awarded grants or contracts for projects with specified objectives, the Sponsored Programs Services assigns and approves account codes. See 40.04.

Programs 15-33

Auxiliary enterprise, service funds, trust or agency funds or similar accounts

Sources of revenue for these miscellaneous major activities vary. The revenue source usually determines the kind of account and the responsible administrative unit.

The General Accounting Section of the Controller's Office works with the administrative units to establish and control these accounts.

The Executive Director, Business Services/Controller approves the establishment of new accounts. The appropriate unit routes the approval request to the Controller's Office. This request may be a Service Center Application (see 30.15), a Special Course Fee Request (see 30.95), or a memorandum if requesting a different type of account. The request must include the budget number of the requesting administrative unit, the source of funds, and planned expenditures.

Discretionary Accounts

Discretionary accounts (scholarship and development) supported by private donations are established through the Finance and Gift Accounting section of the WSU Foundation; telephone 335-1686. See 30.70.

RSO Accounts

WSU Pullman registered student organization (RSO) accounts are established through the Financial Services Office located in Compton Union Building 60; telephone 335-1085.

RSO accounts at the regional campuses are maintained by the following offices:

WSU Spokane Student Affairs; room Academic Center Suite 130; telephone 509-358-7526.

WSU Tri-Cities Office of Student Affairs; room West 201B; telephone 509-372-7139.

WSU Vancouver Office of Student Involvement; room VFSC 123; telephone 360-546-9530.

Scholarship Accounts

Scholarships with recipient selected by donor are processed by the Student Accounts Section of University Receivables, Controller's Office.

Service Center Accounts

Service center accounts are administered by the Controller's Office. See 30.15.

Special Fee Accounts

Service fee (student) and special course fee accounts are administered by the Student Accounts Section of University Receivables, Controller's Office. See also 30.95.

Other Accounts

Other miscellaneous major activity accounts are established and coordinated by the General Accounting Section of the Controller's Office. Examples include Auxiliary Enterprise Funds (e.g., Housing and Dining Services, ASWSU and Athletics), and Suspense and Clearing Accounts (e.g., employee withholdings).

Programs 34 and Above

Capital Outlay Projects

Major Capital Projects

The Controller's Office, the Budget Office, and the Office of Capital Planning and Development coordinate to establish major capital project codes.

Minor Capital Improvements

Facilities Operations interacts with the Budget Office and Controller's Office to establish minor capital improvement accounts.

Miscellaneous Revolving Funds

The Budget Office and the Controller's Office interact to establish these account codes.

CHANGING ACCOUNT TITLES

Titles Reflect Activity

Account titles are to reflect the associated financial activity. An account title may be updated periodically if the update does not infer a different financial activity. Establish a new account if a different financial activity exists.

Title Limits

A full account title is made up of a budget title and a project title.

Each budget title may not exceed 45 characters. Each project title may not exceed 45 characters.

Budget Titles

Budgets are usually titled after the departments they service, e.g., Veterinary Clinic. An area administrator may change a budget title within his or her area by submitting a memorandum to the Budget Office.

Project Titles

Projects are usually titled after departmental subunits, e.g., Small Animal Hospital, or activities, e.g., Visiting Speakers. An area administrator or department head may change a project title under his or her control by submitting a memorandum to the Controller's Office.

TERMINATING ACCOUNTS

Terminating Budget Number

Notify the Budget Office when a budget number is no longer required or utilized. The Budget Office notifies the General Accounting Section of the Controller's Office of the change.

NOTE: Notify University service centers (e.g., University Stores, University Publishing, etc.) to cancel any service center requisition numbers (blanket orders) associated with the terminated project.

Used Budget/Project Numbers

Those budget and project numbers which have been previously assigned and terminated may not be used again for a period of four years.

70.03_Allowable_Purchases_by_Program.htm

Posted in:PURCHASING

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Posted on January 06,2014 by jeremy.bass

RESPONSIBILITY

The department chair (or equivalent administrator) is responsible for ensuring that all expenditures incurred by accounts under his or her authority are for appropriate and legitimate purchases.

EVALUATION

When evaluating the appropriateness and allowability of a given purchase:

Review pertinent WSU procedures, e.g., travel (Chapter 95), purchasing (Chapter 70).

Make sure that the purchase is allowable within program. See table below.

For purchases in programs 11-14, review the sponsor's restrictions. If necessary, contact Sponsored Programs Services; telephone 335-2058.


PROGRAM NUMBER	PROGRAM DESCRIPTION	ALLOWABLE PURCHASES		NONALLOWABLE PURCHASES
		DEFINITION	EXAMPLES	DEFINITION	EXAMPLES* **

01	Administration and General Expense	Goods and services which are necessary for completion of official University duties.	Job-related supplies, services and equipment. Special protective clothing, uniforms, travel and relocation costs.	Any purchase items which are not used for official WSU business.	Grocery items, flowers, coffee makers, alcoholic beverages, medication, aspirin, clothing, office decorations, holiday decorations.
03	Student Services
04	Plant Operation and Maintenance
05	Libraries			Transactions which result in economic benefit to a state employee. (10.21, 70.15) Purchase of items for an employee's personal use.
06	Instruction and Departmental Research	Special licenses, documents, etc. which are required to complete WSU job assignments, IF the employee did not receive notification of the need for such documents prior to hiring.	Special driver's licenses, passports, ID cards.
07	Ancillary Support Services
08	Academic Administration
09	Extension and Public Service
10	Separately Budgeted Research (state-appropriated funds)

11	Federally Sponsored (research)	Same as programs 01-10 unless a sponsor's agreement or regulations indicate special allowances.	Direct specific questions to Sponsored Programs Services, telephone 335-2058.	Same as programs 01-10 unless a sponsor's regulations or agreement indicates special restrictions.	General purpose equipment (e.g., office equipment, motor vehicles) or direct charges for administrative or clerical support unless provided for by prior agreement with the sponsor. (OMB Circular A-21).
12	Federally Sponsored (other sponsored activities)
13	Nonfederally Sponsored (research)
14	Nonfederally Sponsored (other sponsored activities)

15	Other Enterprises	Same as programs 01 through 10

16	Associated Students	Must be in conformance with the organization's expenditure plan as approved by the Services and Activities Fee Committee.		Purchases which do not conform to the organization's expenditure plan as approved by the S&A Fee Committee.

17A	Scholarships/Fellowships, Development Funds	Must be in conformance with stated desires of donor and the Establishment of Fund form.		Purchases which conflict with donor's stated desires.

17C	Agency Accounts (non-WSU)	Must be in conformance with the organization's objectives and/or mission.		Purchases which conflict with the organization's objectives and/or mission.

19	Service Funds	Same as programs 01 through 10

19B	Computing Services	Same as programs 01 through 10

Various	Capital Funds	Same as programs 01 through 10

* This listing is not meant to be exhaustive. ** Specific listed items could be legitimate purchases in certain unusual situations. Contact Purchasing Services for clarification in such cases.

95.00_Contents.htm

Posted in:TRAVEL

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Posted on January 06,2014 by jeremy.bass

SECTION TITLE		NUMBER	PAGES	ISSUE DATE
General Travel Policies		95.01	1-6	07-12
University Travel Charge Card		95.03	1-6	01-13
	Form: Travel Charge Card Application	95.03	7	05-06
Managing Central Travel Accounts		95.04	1-3	04-11
	Form: CTA Log Sheet	95.04	4	05-00
	Appendix: CTA Reconciliation Report Instructions	95.04	5-7	04-11
Travel Authority		95.05	1-8	08-11
	Form: Travel Authority	95.05	9	02-10
Meals and Lodging		95.06	1-8	06-07
Transportation		95.07	1-3	10-13
Miscellaneous Travel Expenses		95.08	1-3	10-13
Privately-Owned Motor Vehicles		95.11	1-1	10-09
Rental Cars		95.12	1-6	03-13
Student Travel		95.13	1-3	02-11
Applicant Travel		95.14	1-3	04-08
Foreign Travel		95.15	1-2	04-01
Travel Payments from Third Parties		95.16	1-5	10-04
Travel for Personal Convenience		95.17	1	06-07
Illness or Injury While on Travel Status		95.18	1	06-07
Travel Rates		95.19	1-2	10-13
Travel Expense Voucher		95.20	1-21	08-13
	Form: Receipt Affidavit	95.20	22	01-13
	Form: Travel Expense Voucher	95.20	23-24	01-13
	(Note: The issue date is for the PDF version of the TEV form only. The TEV template was last revised in 07-08.)
Direct Deposit of Travel and Accounts Payable Reimbursements		95.21	1-2	07-10
	Form: Travel / Accounts Payable Reimbursement Direct Deposit Authorization	95.21	3	07-10
Speaker Travel and Speaker Fees		95.25	1-4	06-12
Privately-Owned, Rented, or Chartered Aircraft		95.30	1-2	06-12
Motor Pool		95.35	1-13	12-09
	Form: Student Driver Authorization	95.35	14	05-01
	Form: Vehicle Request/Justification	95.35	15	02-05
	Form: Vehicle Release Authorization	95.35	16	09-06
Fuel Credit Cards		95.37	1-8	02-10
	Form: Fuel Card Application	95.37	9	02-10
	Form: Fuel Card Custodian Agreement	95.37	10	02-10
	Appendix 1: Comdata Reconciliation Report Instructions	95.37	11-12	02-10
	Appendix 2: Comdata Transaction Detail Report Instructions	95.37	13-14	02-10
International Travel Registry		95.55	1-3	06-12
The page numbers listed for each section refer to the PDF version of the manual. The issue date refers to the latest revision date for the section.

95.01_General_Travel_Policies.htm

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95.01_General_Travel_Policies.htm

PDF link

POLICY

State laws, policies and procedures; WSU policies; and policies of individual administrative units and sponsors regulate all WSU travel.

State Law

Refer to RCW 43.03 for state of Washington travel statutes.

State Regulations

Refer to the State Administrative and Accounting Manual (SAAM) Chapter 10 for state of Washington policies and procedures. NOTE: Washington State University is exempt from provisions in SAAM 10.10.45, 10.30.60, 10.50.35, 10.50.40, 10.50.45, 10.50.50, 10.50.75, and 10.80.55.

WSU Policy / Procedure

Chapter 95 of the Business Policies and Procedures Manual includes WSU travel policies and procedures with references to the state laws and regulations. See also:

Safety Policies and Procedures Manual 5.40 for transport of hazardous materials, and

Safety Policies and Procedures Manual Chapter 7 for motor vehicle safety.

Temporary Emergencies

On occasion, the state government and the central administration may require additional travel restrictions and controls due to temporary funding limitations. At such times the central administration distributes memoranda describing temporary policies.

Applicability

The following persons must comply with University and state of Washington policies and procedures:

All University officers, employees, and volunteers, unless otherwise provided by law.

Persons other than University officers and employees where travel expenses are authorized by statute, but the statute is silent as to amount.

Contractors, unless there are specific contractual arrangements modifying travel reimbursement.

These rules may be used as a guideline for the payment of legally authorized travel expenses for students and other clients of the University. (SAAM 10.10.05)

Conflicting Rates

When a sponsoring agreement specifies policies or rates which are less restrictive than WSU policies or rates, apply the WSU policy or rate.

When a sponsoring agreement specifies policies or rates which are more restrictive than WSU policies or rates, apply the policy or rate of the sponsoring agreement.

Unit Policy

WSU unit administrators may establish more restrictive travel policies or procedures. Generally, unit directives apply to approval procedures, reimbursement amounts, and reimbursement requirements.

TRAVEL AUTHORIZATION

The University maintains a positive control over travel. A traveler must have prior approval to be eligible to travel and to be reimbursed for travel expenses.

The following requirements apply to approval of all official University travel.

Authority to Approve All Travel

University officials holding the following titles are authorized to approve all travel for subordinates:

Provost

Vice President

Vice Provost

Associate and Assistant Vice President

Dean and Associate Dean

Director of Libraries

Director of Athletics

University officials holding the above titles may delegate approval authority to subordinates holding the title of chair or director.

Split Authority

When one administrator supervises the employee and another administrator is responsible for the supporting account, both administrators approve the travel.

Exceptions

The Executive Director of Business Services/Controller approves exceptions to WSU travel policies or procedures.

Submit a written request to the Travel Office through administrative channels, describing the circumstances that justify an exception. The Executive Director of Business Services/Controller has the authority to waive certain regulations and the Director of the Office of Financial Management has the authority to waive state regulations which are not included in the state law.

APPROVING TRAVEL

Administrators identify appropriate travel.

For an employee, appropriate travel is official University business away from the employee's official station.

Appropriate travel results in some benefit to WSU.

Administrators are to exercise prudent judgment when approving travel-related costs. (SAAM 10.10.10)

Administrators are to ensure that any travel costs incurred are:

Directly work related,

Obtained at the most economical price, and

Both critical and necessary for state business. (SAAM 10.10.10)

Administrators are to ensure that travelers are not treated differently under like travel circumstances.(SAAM 10.10.10)

Criteria

An approving administrator must use the following criteria when authorizing a person to travel on official state business and determining travel alternatives.

Economical

Administrators and travelers are to select the travel alternative that is most economical to the state. Agencies must use this criteria except in the situations noted below under "Advantageous."

All costs, e.g., travel, labor, should be considered when making the determination. For example: Is it less expensive to drive than fly out of Spokane Airport? Is it cheaper to fly out of Spokane than out of Pullman?

Advantageous

Administrators and travelers are to select the travel alternative that is most advantageous to the state. An agency may use this advantageous criterion only in the following situations:

To ensure the health and safety of agency travelers (see below);

To comply with the Americans with Disabilities Act (see below);

To process approval for meals with meetings (see 70.31);

To authorize the use of privately owned motor vehicles (see 95.11).

The personal travel plans of the traveler are not to influence this criterion.

Alternatives to Travel

Before approving travel, an administrator is to evaluate travel alternatives which may achieve the same result for less money, i.e., teleconferencing, video conferencing, mailing video recordings or published reports, reducing the frequency of scheduled out-of-town meetings, car pooling, or use of public transit. (SAAM 10.10.25)

Limit Numbers

The number of sponsored travelers attending a meeting should be the minimum necessary, consistent with the benefit to WSU.

Excessive Expenses

The University does not reimburse excessive or unnecessary expenses.

Compliance with ADA Act

In order to comply with the Americans with Disabilities Act, administrators are to provide all employees an equal opportunity to travel on official business. Administrators may approve travel costs for disabled travelers even if those costs exceed what would normally be most economical to the University. Examples include: costs to transport a wheelchair and to accommodate wheelchair access, costs to obtain auxiliary aids for a hearing- or vision-impaired traveler. When additional expenses are necessary, indicate on the Travel Authority and/or Travel Expense Voucher that the expenditures are required in order to comply with the Americans with Disabilities Act.

Ensure Health and Safety

The health and safety of travelers is a top priority in the conduct of travel related activities. It is advantageous to the state for departments to establish and alter travel plans and itineraries with consideration of hazardous inclement weather and other situations that could threaten the health and safety of state personnel.

Weather Not Involved

Pre-approval by the traveler's supervisor is generally required when an alteration of travel plans, for health and safety reasons other than severe inclement weather, will result in extra travel expenses. In emergency situations, such as sudden onset of incapacitating illness, the supervisor should be contacted as soon as possible. An explanation of the health or safety issue must also be noted on the traveler's Travel Expense Voucher. See 95.18.

Weather Is Involved

Prompt notification of the traveler's supervisor is required when an alteration of travel plans and itineraries due to severe inclement weather may result in extra travel expenses. The severe inclement weather condition must also be noted on the traveler's Travel Expense Voucher.

TRAVELER'S RESPONSIBILITIES

A traveler on official state business is responsible for the following. (SAAM 10.10.15)

Regulations

Being familiar with state and University travel and transportation regulations before embarking on travel.

Prudent Judgment

Exercising the same care in incurring expenses and accomplishing the purposes of the travel that a prudent person would exercise if traveling on personal business. Excess costs, circuitous routes, delays, or luxury accommodations unnecessary or unjustified in the performance of official state business travel are not acceptable.

Personal Preference

Paying any excess costs and any additional expenses incurred for personal preference or convenience.

Prior Authorization

Securing prior authorization for travel. See 95.05.

Submit TEV

Preparing the Travel Expense Voucher and attaching appropriate receipts and documentation as required by 95.20.

Prompt Return

Returning as promptly as possible to either the official station or official residence when the state business is completed.

Exceptions

Exceptions to the "prompt return" requirement may include one or more of the following circumstances:

When the approving administrator determines that it is economical for the traveler to remain longer in travel status. The approving administrator provides a justification for the exception on the Travel Authority or Travel Expense Voucher.

When concern for the health and safety of a traveler prevents a prompt return. (See also 95.18 for more about illness or injury while on travel status.) The approving administrator provides a justification for the exception with the Travel Expense Voucher.

When the employee, with prior approval, takes appropriate leave and conducts personal travel at no additional cost to the University. See 95.17 for more information regarding travel for personal convenience.

LOCATION DEFINITIONS

Official Station

The official station is the location where the employee's work is performed on a permanent basis. (The official station is determined by the needs of the University.)

Official Residence

The official residence of an employee is the location of his or her regularly-occupied domicile.

Regular Work Place

The regular work place is the building where the employee normally performs his or her duties or work. The regular work place does not include meeting or conference rooms.

Questions

Questions regarding implementation of these definitions are resolved by the Executive Director of Business Services/Controller.

INSURANCE

The University's industrial insurance and workers' compensation cover all employees who travel on official University business.

WSU does not provide insurance for students, applicants or other nonemployee travelers.

70.31_Buying_Meals_or_Light_Refreshments_for_Meetings.htm

Posted in:PURCHASING

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INTRODUCTION

The purchase of food for meetings is subject to state and University regulations.

Exception

Procedures in this section apply to purchases made with all University monies except for discretionary accounts in program 17A. See 70.33 to make purchases using a 17A discretionary account.

NOTE: Sponsored accounts may have additional restrictions regarding the purchase of food for meetings.

Conditions for Meals

University monies may be used to pay for meals without regard for participants' travel status or the Three-Hour Rule (see 95.06) if the following conditions are met:

The meal must be essential to the completeness (i.e., an integral part) of an official University meeting or training session, and

The University must require that the employee attend the meeting or formal training session, and

The purpose of the event must be to conduct official WSU business or to provide formal training to WSU employees.

Nonallowable

The cost of meals may not be supported by University monies when the purpose of the meeting is to conduct one of the following kinds of activities:

Normal daily business of University employees.

Staff meetings.

Anniversaries of units.

Anniversaries of individual employment.
EXCEPTION: Such events which are a part of an official employee recognition program approved by the University and HRS may be supported by University monies.

Retirements.

Elections.

Lobbying a legislator or governmental official.

Social events.

Election celebrations.

Cost Per Meal

Cost per meal served may not exceed the applicable travel meal limits for the location. See 95.19 for travel meal rates.

Enter the applicable cost per meal on the Request to Serve Food form.

Location

The meeting must be away from the employee's regular work place. (See 95.01 for a definition of work place.)

Conditions for Refreshments

Light refreshments include nonalcoholic beverages and edible items commonly served between meals, but not intended to substitute for meals, e.g., coffee, soft drinks, doughnuts, sweet rolls, fruit, cheese.

University monies may be used to support the costs of light refreshments, subject to the following conditions:

Purpose

The purpose of the meeting must be to conduct official WSU business or to provide formal training to WSU employees. The light refreshments must be essential for the completeness (i.e., an integral part) of an official University meeting or training session.

Nonallowable

The cost of light refreshments may not be supported by University monies when the purpose of the meeting is to conduct one of the following kinds of activities:

Normal daily business of University employees.

Staff meetings.

Anniversaries of units.

Anniversaries of individual employment.
EXCEPTION: Such events which are a part of an official employee recognition program approved by the University and HRS may be supported by University monies.

Retirements.

Receptions for employees.

Elections.

Lobbying a legislator or governmental official.

Social events.

Election celebrations.

PRIOR APPROVAL

Complete a Request to Serve Food form to obtain prior approval to serve meals or light refreshments. Obtain supplies of the form by completing and/or printing or photocopying the master on 70.31.5.

List of Attendees

The request form must include a list of participants, indicating each participant's relationship to the University, e.g., employee, official, guest.

NOTE: When seeking approval for refreshments, this list may include the names of the participating organizations or groups when the number of participants is large or when the names of participants are unknown.

State Facility

Indicate whether or not a state of Washington facility is to be used for the event. State regulations require that state facilities be given preference when possible. (SAAM 10.10.55) See 95.06 for information about conferences and conventions.

Prior Approval

An expenditure from University monies for meals or light refreshments must be approved by the responsible chair or director at least five working days before the event. The responsible chair or director indicates approval on a completed Request to Serve Food form by signing the Certification near the bottom of the form.

Route a copy of the approved form to Accounts Payable.

PAYMENT OR REIMBURSEMENT

A department may directly pay the vendor or reimburse an employee for incurred food expenses.

Requesting Reimbursement

When an employee personally pays for the meals or refreshments, submit a request for reimbursement to the appropriate division of the Controller's Office. Include the following documents:

An itemized receipt from the vendor.

A completed and approved State of Washington Invoice Voucher, if the employee was not in travel status, approved by the supervisor to Accounts Payable. See 30.45. (If the supervisor does not have expenditure authority for the charged account, an employee holding the appropriate expenditure authority also signs the Invoice Voucher. See 70.02.)

A Travel Expense Voucher (TEV), if the employee was in travel status. Submit the TEV to Travel Services. See 95.20.

Direct Deposit

A WSU employee may authorize Accounts Payable or Travel Services to deposit his or her food or travel reimbursement in any domestic bank which is a member of an automated clearing house. See 95.21 to request direct deposit.

Direct Vendor Payment

The department may pay a vendor directly by using one of the following procedures:

Complete a Department Order. Follow procedures in 70.07.

Departmental Requisition

Complete a Departmental Requisition prior to the event. (Purchasing Services generates a Purchase Order which is given to the vendor at the time the food is obtained.) Follow procedures in 70.10.

IRI

Complete an Interdepartmental Requisition and Invoice if the vendor is a University organization, e.g., Dining Service, CUB. Follow procedures in 70.05.

Purchasing Card

Use a departmental purchasing card. Follow procedures in 70.08. NOTE: A purchasing card may be used to purchase light refreshments only for meetings and may not be used to purchase meals. (See definition of and requirements for light refreshments above.)

Vendor's Invoice

Obtain an invoice for the meals or refreshments from the vendor. If the vendor's address and name is not on the invoice, complete a State of Washington Invoice Voucher and obtain the vendor's signature on the form.

A University purchasing form is not required for this procedure.

Submit the vendor's invoice to Accounts Payable. Add the coding of the supporting account. A University employee with expenditure authority for the supporting account must sign the invoice. (See 70.02 for an explanation of expenditure authority.)

NOTE: The total cost may not exceed the current purchasing bid limit. See 70.13.

See the PDF form:
70.31.5: Request to Serve Food
Complete and/or print as needed.

70.33_Using_Discretionary_17A_Accounts.htm

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PURCHASING
70.33
Revised 12-13
Business Services/Controller's Office
335-2022

Expenses from discretionary accounts must benefit WSU, supporting one or more of the University's missions of research, education, public service, and outreach. The use must conform with the donor's intent for the gift. Additionally, such expenditures must be legal and meet the test of public scrutiny for appropriateness.

ALLOWABLE AND NONALLOWABLE EXPENSES

Following this policy and procedure statement is a table of allowable and nonallowable expenses. (See below.) This list is not all-inclusive. Any expense must meet the criteria set out in the overview above. Direct questions regarding expense allowability to the Executive Director of Business Services/Controller's Office.

DEPARTMENT RESPONSIBILITIES

Administration of Accounts

Vice presidents, chancellors, or deans (and designees) are responsible for administering discretionary accounts.

Department Approvals and Delegations

Allowable expenses must be approved by a vice president, chancellor, dean, or designee who is responsible for the supporting discretionary account.

A vice president, chancellor, or dean may delegate 17A expenditure authority to subordinates, e.g., associate dean, director, department chair, area finance officer. An official receiving 17A expenditure authority may not delegate that authority further; all such delegations must come directly from the vice president, chancellor, or dean.

To delegate expenditure authority for discretionary accounts, complete and route an Expenditure Authority Delegation form. Send the completed and approved delegation form to the Controller's Office. See 70.02.

Individuals who seek repayment for personally-incurred expenses may not authorize their own reimbursements. A request to reimburse a personally-incurred expense must be authorized by the claimant's supervisor.

Responsibility to Monitor Accounts

To monitor expendable accounts, departmental personnel compare copies of expense documents with the appropriate Budget Statements (see 30.07) or the online Account Balances/Detail Application (see 85.33).

Avoiding Overdraft Accounts

Overdraft accounts are not permitted and must be corrected immediately by revenue or expense transfer. See 30.21.

Departmental Recordkeeping Requirements

Departments are responsible for retaining documents relating to expenses in accordance with the current records retention schedule. See 90.01.

CENTRAL RESPONSIBILITIES

Finance Office Responsibilities

Controller's Office and Purchasing Services personnel review expenses to ensure compliance with University policies and procedures.

The accounting system checks all expenses from discretionary accounts to assure that each expense is in an allowable object category (see 70.09) as defined by the Establishment of Fund form (see 30.75).

Audit

Discretionary account records may be subject to public review and are subject to audit by the University's Internal Audit Office and state of Washington auditors.

PROCEDURES - GENERAL

Compliance with Standard Procedures and Forms

Departments are to use standard University procedures and forms when making expenditures from discretionary accounts. (See Chapter 70 for purchasing procedures and Chapter 95 for travel procedures.)

Submittal of Expenditure Justification

Departments must include a brief justification statement with each request for a 17A expenditure or reimbursement.

Supporting Documentation

Allowable expenses must have appropriate supporting receipts in order to be paid.

Expenditure Transfer

A vice president, chancellor, dean, or designee who is responsible for the account assuming the expense must approve each expenditure transfer. See 30.25 for expenditure transfer procedures. Transfers must include a brief statement justifying the expense.

PROCEDURES - PURCHASING

Official University Events

Expenses related to "official University-sponsored events" are often allowable. An official University-sponsored event supports one or more of the University's missions and is approved by a vice president, chancellor, dean, or designee.

Events and Business Entertainment Expenses

Regardless of the method used to pay for the entertainment, the department is to submit the following information with the request for reimbursement or payment:

Names and titles/relationships to WSU of individuals who entertained or were entertained.

When seeking approval for food and beverages, this list may include the names of the participating organizations or groups when the number of participants is large or when the names of participants are unknown.

A statement detailing the purpose of the event or entertainment.

A statement describing how the expense relates to at least one official University mission.

A department may reimburse an employee or directly pay the vendor for entertainment costs.

Employee Reimbursement

A University faculty or staff member may pay for entertainment, e.g., meals, beverages, admission costs, and claim reimbursement from a discretionary account. If the expenses were incurred while the claimant was in travel status, the department must include the expenses on a Travel Expense Voucher along with the rest of the claimant's travel expenses. If the claimant was not traveling when the cost were incurred, the department must use a State of Washington Invoice Voucher to submit the request for reimbursement.

Claimant in Travel Status

For entertainment expenses incurred while in travel status, the claimant's department requests reimbursement for the employee as follows:

Complete a Travel Expense Voucher for the trip. Include the entertainment costs on the voucher as other expenses. Follow the completion instructions in 95.20.

Submit vendors' itemized receipts and a justification statement with the voucher.

Claimant Not in Travel Status

For entertainment expenses incurred while not in travel status, the claimant's department requests reimbursement for the employee as follows:

Complete a State of Washington Invoice Voucher to obtain reimbursement for most entertainment expenses. Obtain supplies of invoice vouchers by completing and/or printing the form master on 30.45.2.

Submit vendors' itemized receipts and the justification statement with the voucher.

Claim Approval

The Invoice Voucher or Travel Expense Voucher is approved for payment by a vice president, chancellor, dean, or designee who is responsible for the account and supervises the claimant.

Reimbursement Payment

The Controller's Office distributes the reimbursement payment to the claimant by one of the following methods:

Postal mail to the claimant's home address; or

Direct deposit to the claimant's bank account, if authorized. The claimant follows the instructions in 95.21 to authorize direct deposit of reimbursement payments.

Direct Vendor Payment

The department may pay a vendor directly by using one of the following procedures. Submit a description of the entertainment and a justification statement with the documentation.

Complete a Department Order. Follow procedures in 70.07.

Departmental Requisition

Complete a Departmental Requisition prior to the entertainment event. (Purchasing Services generates a Purchase Order which is given to the vendor at the time the entertainment is obtained.) Follow procedures in 70.10.

IRI

Complete an Interdepartmental Requisition and Invoice if the vendor is a University organization, e.g., Dining Service, CUB. Follow procedures in 70.05.

Vendor's Invoice

Obtain an invoice from the vendor.

A University purchasing form is not required for this procedure.

Submit the vendor's itemized invoice to Accounts Payable. Add the coding of the supporting account.

NOTE: The total cost may not exceed the current purchasing bid limit. See 70.13.

PROCEDURES - CONTRIBUTIONS TO AGENCY ACCOUNTS

Discretionary account funds may be contributed to an agency account if the recipient organization's activities support a University mission.

To make such a contribution, route a memorandum to the Controller's Office. The memorandum is to include the recipient and donor account codes and be signed by an administrator with expenditure authority for the donor account.

NOTE: Agency accounts include registered student organization (RSO) accounts. See also 30.05 and 70.18. Contact the Controller's Office for more information.

Refer to the table below as needed.

ALLOWABLE AND NONALLOWABLE EXPENSES
NOTE: Allowable expenses must have appropriate supporting receipts in order to be paid.
Types of Expenses	Allowable on Discretionary Funds (17A)?
Events & Business Entertainment:
Food and nonalcoholic beverages for retirement/departure events for employees retiring or departing from WSU. Only one retirement/departure event per employee may be supported by discretionary funds. Cost per event cannot exceed $15.00 per person. Include the expected/estimated number of attendees with the request for payment/reimbursement. NOTE: Retirement/departure means that the employee is terminating employment with the department or with WSU. A position or role change within a department does not qualify as a retirement/departure for which event expenses are allowed.	Yes
Hosting official University-sponsored events.	Yes
Food and beverages for University employees and guests at official University-sponsored events.	Yes
Admission fees/charges for employees to attend social or business events when attendance is required by the University.	Yes
Food and nonalcoholic beverages for division or departmental holiday receptions. Only one event per division or department per year may be supported by discretionary funds. Cost per event cannot exceed $15.00 per person. Include the expected/estimated number of attendees with the request for payment or reimbursement.	Yes
Food and nonalcoholic beverages for division or departmental employee appreciation events. Only one event per division or department per year may be supported by discretionary funds. Cost per event cannot exceed $15.00 per person. Include the expected/estimated number of attendees with the request for payment or reimbursement.	Yes
Food and beverages for division or departmental graduation events. Only two events per division or department per year may be supported by discretionary funds. Cost per event cannot exceed $15.00 per person. Include the expected/estimated number of attendees with the request for payment or reimbursement.	Yes
Banquet liquor permits and special occasion licenses for official University-sponsored events (see 70.29).	Yes
Food and beverages for employee showers, weddings, birthdays, and similar personal life events.	No
Purchase of beverages to be stored for future use except as required by the President or chancellors in their official hosting capacity. Note, however, that unopened beverages from other hosted events can be returned or stored in accordance with 70.29.	No

Travel:
Travel expenses which exceed the amount payable from state funds and are related to an employee's official duties. Such expenses must be approved by the responsible vice president, chancellor, or dean.	Yes
Travel expenses for a prospective employee's partner's travel when approved in advance by the responsible appointing authority.	Yes
Travel and related expenses to meet with donors, prospective employees, and prospective students. An official should use discretion when approving such travel and other expenses. He or she should send only the minimum number of employees required to accomplish objectives.	Yes
Business Class (premium class other than first class) airfare when a flight to or from a point outside the continental U.S. is over 14 hours long (not including domestic layover time). Note that such airfare is also allowed on state funds in accordance with 95.07.	Yes
First Class/Business Class airfare. Exception allowed if individual has a medical exemption from a doctor. For airline club memberships, see the "Memberships" subsection below.	No
Payment of travel meals, lodging, and transportation expenses for an employee's partner, unless the responsible vice president, chancellor, or dean has determined that a partner's attendance is necessary for the conduct of official University business. If the travel is for the partner of a vice president, chancellor, or dean, approval by the supervisor is required. The responsible official must approve such expenses in advance of the travel.	No
Commuting mileage.	No

Moving Expenses:
Moving expenses including those expenses that exceed the amount payable from state funds when approved in advance by the responsible vice president, chancellor, dean, or designee.	Yes

Memberships:
Membership dues, a license, or a certification that enhances an employee's ability to perform position duties. The expense must be approved by the responsible vice president, chancellor, dean, or designee.	Yes
Airline club membership fees where membership is needed for business purposes and is approved by the responsible vice president, chancellor, or dean. If membership is for a vice president, chancellor, or dean, approval by the supervisor is required.	Yes
Membership dues, a license, or a certification which does not enhance an employee's ability to perform the duties of her or his position.	No

Awards, Loans, Gifts, and Similar Items:
Scholarships and fellowships expenses are processed through Student Services and are not subject to procedures in this section. See 30.90 to authorize and process a departmental scholarship.	Yes
Employee and student excellence awards provided through approved University programs.	Yes
Retirement gifts with a cumulative value that do not exceed $200.	Yes
Flowers and other tangible gift items for nonemployees such as donors, special guests or dignitaries, as part of a cultivation process or an expression of appreciation that do not exceed $200.	Yes
Expressions of sympathy associated with the death or serious illness of an employee, an employee's immediate family member, or a non-University employee with a business connection to the University (e.g. donors, alumni, etc). Expressions of sympathy include floral arrangements, sympathy cards, and similar items.	Yes
Loans to individuals other than WSU students. Student loans must be processed through Financial Aid.	No
Gift certificates, flowers, and other tangible gift items for employees or their family members in recognition of holiday events, birthdays, boss's day, administrative assistant day, etc., or as an expression of thanks.	No

Contributions:
Contributions (cash or non-cash) to a WSU-related organization in support of an official University mission. Such an expense may take the form of a direct purchase on behalf of the organization or a contribution to the organization's account.	Yes
Contributions (cash or non-cash) to any individual, organization, or institution that is unrelated to WSU.	No

Supply/Office/Promotional Items:
Note cards, holiday cards, stationery, and postage for sending welcome, congratulatory, or other communications to faculty, staff, students, donors, alumni, etc. (Note: Electronic communication is strongly encouraged unless circumstances dictate otherwise.)	Yes
Promotional items with University or college logos such as coffee mugs, lapel pins, writing instruments, key chains, t-shirts, etc. that are given to donors. The provision of such items to University employees is prohibited unless the event is a University-sponsored event and the value is of nominal value (less than $10 per person per year).	Yes
Promotional items, meal tickets/coupons, and other giveaways as an incentive for students to get involved in organizations, clubs, surveys, etc.	Yes
Birthday cards, wedding cards, engagement, cards etc. for employees or their family members.	No
Office decorations for a personal office space.	No
Postage for personal correspondence.	No

Miscellaneous Items:
All purposes for which state of Washington public monies or federal monies are spent.	Yes
Cash, gift certificates, or other tangible items that are given to participants in research projects.	Yes
Expenses of a personal nature unless the personal benefit is clearly de minimis to the primary purpose of benefiting the University.	No
Fines for illegal actions, e.g., parking or traffic infractions.	No
Gratuities not associated with meals, unless specifically permitted by other University regulations.	No

30.07_Account_Balances-Detail.htm

Posted in:FINANCE

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OVERVIEW

The Account Balances/Detail Application is a means of communicating financial information between University units. It provides WSU Budget Statement information which permits the comparison of commitments (expenditures and encumbrances) with allocations and revenues.

Such comparison assists deans, budget administrators, finance officers and principal investigators in monitoring and controlling each project's financial activities.

Personnel should check online Account Balances/Detail or the hard-copy Budget Statement monthly to make sure recorded commitments to the account are an accurate reflection of actual commitments as documented by the responsible department.

Online Access

The Controller's Office encourages departments to use online Account Balances/Detail to review and control departmental financial activity. The online application provides more timely data and is less costly to departments than using and maintaining hard-copy Budget Statements.

Departments should request computer access to the Account Balances/Detail Application, also referred to as BALANCES. (See 85.33.) Online data available through this application reflect all financial transactions which have cleared the Controller's Office by the end of the previous working day.

Account Balances/Detail provides the same information as Budget Statements. Much of the descriptive information about the online Account Balances/Detail included in this section (30.07) also applies to the Budget Statement.

Hard Copy Distribution

When requested by University departments, the Controller's Office authorizes the issue of hard-copy Budget Statements. Contact the Budget Statement Distribution Coordinator for details; telephone 335-2039. Departments are charged for hard-copy Budget Statements.

Departments and deans' offices receive copies of the statement by the15th of each month. The statement reports transactions processed by the Controller's Office through the last working day of the previous month.

USING ACCOUNT BALANCES/DETAIL(BALANCES)

The responsible administrator (dean, chair, etc.) may delegate to a specific office group or individual responsibility for carefully monitoring assigned accounts.

Personnel may use the Account Balances/Detail (BALANCES) and project records to get a relatively current accounting of project allocations, revenues, encumbrances and expenditures. An accurate accounting of a project's financial status is critical when the project is nearly out of money or when the end of the fiscal year or agreement period is near.

Reconciliation Procedures

Refer to 30.06 for suggested reconciliation procedures.

DESCRIPTION

The following pages provide descriptions and sample exhibits of all sections of the online Account Balances/Detail (BALANCES). Since the configuration of the Account Balances/Detail reflects departmental activities, a given department's Account Balances/Detail may or may not include all of the described sections.

HEADING INFORMATION

Certain data are printed at the top of each page.

Programs 0110, 15 and Up

For accounts in these programs Account Balances/Detail (BALANCES) headings include the following elements.

See PDF version of BPPM 30.07.2 for example.

Budget Title

The budget title indicated. The responsible budget administrator is also indicated in some report screens.

Budget

This is the budget number. The Budget Office assigns budget numbers. See 30.05.

Inclusive Dates of This Report

This period commences with the beginning of the current fiscal year and ends with the last business day of the indicated month.

Page (Budget Statements Only)

All of the project Budget Statements within a budget are issued together in project order within program. This number appears on the hard-copy Budget Statements only and simply indicates page number sequence within a given budget. It has nothing to do with the specific program or project.

Program

This indicates the specific type of operating function within the University. Programs 1 through 10 are educational and general operating programs. Programs 11 through 14 are sponsored; 11 and 12 by federal agencies; 13 and 14 by nonfederal agencies. Auxiliary enterprises, service funds, scholarships, trust and agency funds are included in programs 15 through 19. See also 30.05.

Project

Each project within a given budget is assigned a unique number.

Project numbers under programs 1-10 and 15-19 are assigned by the General Accounting Section of the Controller's Office.

All numbers are approved by Controller's Office personnel to prevent duplication.

Hard-Copy Budget Statement

Each unique project number initiates a new page; thus, each project's complete Budget Statement can be separated if necessary.

Project Name

The project title is indicated after the project number.

% of Period Elapsed

This is the percent of the current fiscal year which has elapsed.

Sponsored Programs

The following data appears on the master account table for sponsored accounts in programs 11 through 14 only.

See PDF version of BPPM 30.07.3 for example.

Inclusive Dates of This Report

Statements for sponsored programs report data from the beginning of the agreement period to the last business day of the indicated month.

Project

In most cases Sponsored Programs Services assigns project numbers when sponsored accounts are established; however, Sponsored Programs Services has designated blocks of project numbers for assignment by certain major University units.

Project Name

The project title may be the sponsor's name or initials or a short description of the research involved.

Project Period

This indicates the beginning and termination dates for the project.

Prin. Investigator

The name of the principal investigator(s) is printed below the project period. The principal investigator is responsible for all charges incurred during the project. (NOTE: Although the principal investigator is responsible for charges, he or she does not automatically have expenditure authority for the account. See 70.02 for delegation procedures.)

% of Period Elapsed

This is the percentage of the actual project period which has elapsed.

PROJECT SUMMARY TO DATE BY OBJECT

This report provides a concise summary of the current status of the project's budget. All allocations, expenditures and encumbrances which have been processed between the commencement of the fiscal year or project period through the end of the indicated month are included. (See the example in the PDF version of 30.07.5.)

Objects

Object categories identify expenditure type. The object code and name are indicated on the left side of the page. Object categories are grouped differently on various types of Account Balances/Detail reports. See 70.09 for more information about objects.

Explanatory Note

The following descriptions of this section are divided into two major parts. The first part describes project summary reports for general University accounts in programs 01 through 10. The first part also describes those elements common to all Account Balances/Detail reports. The second part describes those aspects of project summary reports which apply to Account Balances/Detail reports for accounts in programs 11 and above only.

General University Accounts

General University accounts include those accounts in programs 1 through 10.

Budget

This column indicates the total amount allocated or budgeted for expenditure by object.

Object Grouping

Objects 01, 02, 03, 04, 06, 11, 16, 19 and 21 are grouped and the operation subtotal is provided. A budget administrator can reallocate between these objects by notifying the Budget Office.

Object 05

If the account is in fund 001, object 05 (computing) is not subject to object reallocation by the budget administrator.

Object 00

Object 00 monies are usually allocated on the basis of positions assigned to the account.

Object 07

Object 07 monies are usually allocated on the basis of employee benefit charges for positions assigned to the account.

Expended To Date

This column indicates the expenditures processed by the last business day of the previous month.

Object 21

This object records transfers between accounts in programs 01 through 10. For vendor departments interdepartmental transfers (object 21) are recorded as a negative expenditure and are interpreted as transfers of funds into the account.

Encumbrances

This column includes amounts that administrators have obligated but not yet disbursed. Encumbrances are carried forward from month to month until the designated expenditures are processed by the Controller's Office. If a partial payment is made to a vendor, only the amount of the payment is liquidated from the original encumbrance. The balance of the original encumbrance remains encumbered until the remaining payments are made to the vendor.

Object 00

Salaries (00) are encumbered to the end-date of the fiscal year, assignment, position, or appointment; whichever comes first.

A personnel action processed by Payroll automatically generates encumbrances in this object. See 60.25.

Objects 03, 06 and 16

Goods and Services (03), Equipment--Capitalized (06), and Equipment--Noncapitalized (16)

Purchases from off-campus vendors are encumbered by issuance of a Purchase Order. See 70.13.

Balance

Subtract Expenditures and Encumbrances from Budget to calculate Balance.

Example for equipment (object 06):

Budget
$1,910.00

Expenditures
- 238.00

Encumbrances
-1,247.00
________

Balance
$ 425.00

Only those expenditures and encumbrances which cleared the Controller's Office by the end of business on the previous day are indicated on the current Account Balances/Detail reports.

Percentage Used

This is the percentage of the budgeted amount which was processed by the Controller's Office as spent or encumbered by the final working day of the previous month. This figure is calculated as follows:

(Expenditures + Encumbrances)
_____________________________
x 100 = Pct. Used

(Budget)

Budget administrators and principal investigators are encouraged to compare this figure (especially the total) with the percentage of time elapsed indicated at the top of each page. If the project's percentage used to date greatly exceeds the percentage of time elapsed, a budget administrator or principal investigator might wish to carefully monitor future obligations.

Programs 11 and Up

All objects are totaled together. (See the example in the PDF version of 30.07.7.)

Project Budget

Sponsored Programs

In programs 11 through 14 the indicated amounts are budgeted to each object by the sponsor's agreement. Requests for changes in allocations are transmitted to Sponsored Programs Services. Sponsor's approval may be required before an allocated amount is transferred. See rebudgeting procedures in 40.23.

Programs 15 and Up

For programs 15 and above this is the amount allocated to an object for the fiscal year.

It is not necessary for the department to request object reallocation since expenditures are not limited to specified object allocations.

Revenues collected during the year are allocated to object 03, 08, or 15.

At the start of a new fiscal year, the previous year's closing Balance is allocated to object 19 as the new year's project Budget.

Outstanding Encumbrances

Object 00

Salaries (00) are encumbered under sponsored programs (11-14) to the end-date of the applicable project, assignment, position, or appointment; whichever comes first.

Object 07

Employee benefits (07) are encumbered under sponsored programs (11-14) to the end-date of the applicable project, assignment, position, or appointment; whichever comes first.

Object 13

Facilities and administrative (F&A) costs (programs 11-14 only)

The amount encumbered is merely an estimate based on the F&A cost rate specified by the agreement multiplied by the estimated expenditures included in the base. The amount spent for F&A costs is the specified percentage of actual expenditures.

Project Summary To Date Revenue

This section provides a summary of revenue received or invoiced to date. (This section is not provided on Account Balances/Detail reports for state-funded accounts (fund 001) in programs 01 through 10.)

See PDF version of BPPM 30.07.8 for example.

Object 99

Revenue-This includes amounts received from sources of funding. (This does not include interdepartmental transfers which are recorded in object 21. See above.)

Estimate

Programs 01-10, Fund 148-01

This is the projected revenue for the fiscal year.

Programs 11-14

This is the award amount due from the sponsor.

Programs 15 and Up

Differing methods are used for setting the Estimate.

Revenue

Generally, this is the amount the project has received or invoiced, unless the revenue comes from a revenue pool account (RPA).

Variance

This is the amount currently due from the source. This is the amount received or invoiced (Revenue) minus the Estimate. The Variance is negative as long as the Estimate exceeds Revenue.

Personnel should report positive variances for sponsored projects (programs 11-14) to Sponsored Programs Services. This positive variance may result from an overpayment by the sponsor or from late allocation of funds by Sponsored Programs Services personnel when processing a new or recently renewed agreement.

Percent

This is the percent of the Estimate which the project has received from the funding source. This is defined as:

Revenue
________

Estimate x 100 = Percent

Project Balance

A projectBalance is displayed for sponsored and self-sustaining accounts. The project Balance is Revenue received to date minus the total Expenditures.

Project Summary To Date By Subobject

This section provides more detail than Section 1. Budget administrators may use this section to help identify problem areas or to analyze expenditures. Objects are listed in numerical order with subobject codes listed alphabetically within object. Subobject titles are listed after the subobject codes.

Allocations are not made at the subobject level, thus nothing is shown in the Budget column by subobject categories.

Expenditures and Encumbrances are indicated at the subobject level.

See PDF version of BPPM 30.07.9 for example.

The Budget, Expenditures, Encumbrances, Balance, and Percentage Used (PCT) columns are all indicated at the object level, repeating data shown in Section 1.

Current Month Transactions--Operations

This section provides data to enable personnel to check or audit the Account Balances/Detail. (See 30.06 for reconciliation procedures.)

Each transaction for the month is indicated under the appropriate object with the subobject code listed in the first column.

See PDF version of BPPM 30.07.10 for example.

Month/Day

This is the date the transaction was processed by the Controller's Office.

Description or Payee

This is usually a vendor's name or a description of what was encumbered.

Budget

Additions or subtractions in allocated amounts are listed under the appropriate object.

Expenditure

Expenditures for the month are listed in alphabetical order by subobject under the appropriate object.

Actual payments to vendors may differ somewhat from the encumbered amount. The original encumbered amount may be an estimate based upon a catalog price, or it may not include sales tax, shipping charges, or discounts.

The minus next to an amount in the Expenditure column indicates a recovery of expenditure which results in a gain of available funds within that object.

Encumber

Encumbrances are listed in alphabetical order within subobject code under the appropriate object.

Carry-Forward

Encumbrances are carried forward until the obligated funds are spent or the encumbrance is cancelled.

Sponsored programs (11 through 14): Treatment of encumbrances at the project termination date varies with the agreement. See 40.03.

Programs 01 through 10: Encumbrances carry forward at the end of the fiscal year. Expenditures which correspond to carried-forward encumbrances are charged to new fiscal year dollars.

Salaries

Encumbrances for salaries under sponsored programs (11-14) are based upon 174 hours a month. Actual salary expenditures are based on the number of hours worked divided by the actual total potential working hours for that month. Actual working hours may be more or less than 174; thus, the actual expenditure may vary somewhat from the encumbered amount.

ID Number

Salaries and Wages

Most transactions involving salaries (object 00) and wages (object 01) have an ID number. The first six digits are the position number. The last alpha character is the employment type code. Employment type codes are as follows:

C = Classified Employees

E = Administrative Professional

F = Faculty

G = Graduate Student

H = Nonstudent Temporary

R = Retiree

U = Student Temporary

Other Objects

For other objects, the Controller's Office assigns the ID number to identify the vendor when a disbursement takes place.

Fund

The fund designates the type of resource expended or allocated. A fund may have restrictions placed upon its use. See also 30.05.

The transaction type identifies the way a transaction is handled by the accounting system.

If the transaction type is odd (e.g., 51, 83, 91), the transaction is processed as a positive amount. If the transaction type is even (e.g., 52, 84, 92), the transaction is processed as a negative amount. Usually the even transaction type is the inverse of the odd transaction type.

Journal vouchers are used to make adjustments within the WSU accounting system. A transaction type that is described as journal vouchering another transaction type is simply adjusting a previous transaction. For audit purposes, the previous transaction is not changed.

The following transaction types are found on Account Balances/Detail reports.

01, 02

Cash Receipt--Records the receipt of cash.

07, 08

Refund--Records a refund of revenue and operating transfer.

11, 12

Original Allocation--Used to enter the original budget for the fiscal year or the project period.

13, 14

Supplemental Allocation or Reallocation--Entered throughout the fiscal year or project period to cover allocation transfers to the account.

15, 16

Computer Generated Allocations--Automatically created in the month-end processing of receipts. This is done only in certain accounts.

17, 18

Balance Forward Allocation--Carries forward cash balances at the end of the fiscal year.

21, 22

Journal Voucher--Corrects an original receipt or transfers revenue between accounts.

27, 28

Journal Voucher--Used to transfer revenue between accounts or to cancel a refund check.

51, 52

Encumbrance--Records an obligation or encumbrance against an account based upon an order which has been placed with a vendor or an expressed intention to purchase goods or services.

55, 56

Encumbers salaries and wages

57, 58

Encumbers employee benefits

71, 72

Refund of Revenue

81, 82

Expenditure

85, 86

Expenditure-Payroll System--Records payments for salaries, wages or retirement supplementation.

87, 88

Compensating Tax Accrual--Records the sales tax payable on a purchase from a vendor who does not collect sales tax as a part of the invoice total.

91, 92

Expenditure Journal Voucher--Corrects the account coding of a previous expenditure or transfers expenditures between accounts.

93, 94

Check Cancellation--Cancels a check written to the wrong vendor or for the wrong amount, e.g., duplicate payment, payment for out-of-stock item.

97, 98

Recovery of Expenditure--98 records the recovery of a prior expenditure. It also records a transfer from another department in object 21. 97 records an increase of expenditure.

A1, A2

Accounts Receivable--Records a receipt processed through the Billing Receivables System.

Document, Reference Numbers

These numbers refer to documents associated with a transaction.

Doc. No

This is the number of the document which directly initiated a transaction shown on the Account Balances/Detail reports.

Ref. No

Usually this is the number of the document which initiated a previous step in the expenditure procedure, e.g., field order. Sometimes a reference number is assigned to further identify the transaction, e.g., a Request for Shipment of Merchandise number.

Allocations

For allocations or transfers listed as entries in the budget column, nothing is indicated under document number. The budget journal voucher number is indicated under reference number.

Salaries and Wages

Expenditures for salaries (object 00) and wages (object 01)-The reference number indicates the month worked and the fraction of total staff-months the expenditure represents, e.g., FEB 0.18.

Encumbrances

Salaries--The reference number indicates the date through which the salary is encumbered.

Other objects--No reference number is shown. The document number is the field order or contract number.

Employee Benefits

Expenditures for employee benefits (object 07)--The reference number indicates the date of the expenditure.

Telephone Rental

Expenditures for telephone rental (object 11) or telephone tolls (object 03)--The reference number is the billing month.

Number Prefixes

Most document and reference numbers are numeric (other than exceptions noted above) with an alpha character prefix. The alpha prefix identifies the type of document involved. The following prefixes have been assigned:

B. Budget journal voucher

BA. Blanket Purchase Order

C. Contract

CC. Computer Center IRI

CR. Confirming Requisition

D. WSU Receipt

E. Emergency orders

F. Field order

H. Departmental requisition

I. Interdepartmental Invoice (Service Center automated billings only)

J. Income journal voucher

K. Departmental purchase order

M. Olympia requisition

MS. Mailing Services

N. Olympia purchase order

P. Payment Request

P. State printer requisition

R. Receipt

S. Salary and benefits encumbrance (document number only)

S. Slip number (similar to a packing slip number) (reference number only)

T. Transportation Request

U. Purchasing card transaction line

V. Payroll batch number

X. Requisition Number

Z. Purchasing Blanket Order

Blank

Interdepartmental Requisition and Invoice (IRI)

Project Summary To Date

This section shows receipts by source/subsource.

Source codes are listed for receipts with a source description.

See PDF version of BPPM 30.07.15 for example.

Current Month Transactions--Receipts

This section details receipt activities for the month of the report.

See PDF version of BPPM 30.07.15 for example.

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RESPONSIBILITY

University departmental personnel are responsible for closely monitoring departmental accounts to ensure that:

Departmental expenditures stay within budgeted allocations.

Each departmental expenditure is properly authorized, accounted for, and recorded.

TRACKING PROCEDURE

To permit efficient reconciliation of departmental accounts, the following recordkeeping procedures are suggested.

NOTE: The actual tracking system used depends upon the type and complexity of departmental accounts. Some departments may elect to develop a simple computerized tracking system on a personal computer using spreadsheet or database software.

Establish Files

Establish a set of electronic or paper files for each project account. The set should include a separate pending file for each expenditure object. Files established for two projects' accounts might appear as follows:

File
No.
File Label File
No.
File Label

1. 06A-2100-0001 General 8. 11A-2100-1234 General

2. 06A-2100-0001 Obj 00 9. 11A-2100-1234 Obj 00

3. 06A-2100-0001 Obj 0l 10. 11A-2100-1234 Obj 01

4. 06A-2100-0001 Obj 02 11. 11A-2100-1234 Obj 02

5. 06A-2100-0001 Obj 03 12. 11A-2100-1234 Obj 03

6. 06A-2100-0001 Obj 04 13. 11A-2100-1234 Obj 04

7. 06A-2100-0001 Obj 06 14. 11A-2100-1234 Obj 05

15. 11A-2100-1234 Obj 06

16. 11A-2100-1234 Obj 07

17. 11A-2100-1234 Obj 08

File As Pending

File documents associated with purchases, encumbrances, expenditures or transfers in the appropriate pending file folder. Example: A Departmental Requisition for a purchase supported by the grant above (11A-2100-1234) for an equipment item would be filed in folder #15.

Periodic Reconciliation

Periodically, review and compare file documents with financial information provided by the Controller's Office. The Controller's Office provides financial information to University departments in the following formats:

The printed Budget Statements distributed each month to University departments. See 30.07 for more information about Budget Statements.

The online Account Balances/Detail Application which provides a record of all accounting transactions which have cleared the Controller's Office as of the previous working day. See 85.33 for access information.

The online Financial Data Warehouse system which provides a record of accounting information for budgetary accounts including account balances and account details. See the Data Warehouse Financial Data website at:

http://infotech.wsu.edu/datawarehouse/

Select Financial Data.

The online Purchasing, Accounts Payable, Receiving (PAPR) Application which contains detail information on all forms of non-WSU vendor payments. See 85.37 for access information.

Verification

Pull documents from the pending files when items appear on the Budget Statement, Account Balances/Detail Application, or Financial Data Warehouse system as either encumbrances or expenditures.

Compare each document with Section 4 of the Budget Statement, the Detail Report in Account Balances/Detail, or the Accounting Activity in the Financial Data Warehouse system to verify that amounts are correct and reasonable.

If amounts appear to be in error, contact Business Services/Controller's Office.

File in regular departmental files all documents which have been verified. See 90.01 for records retention information.

Review unverified items which show on the Budget Statement, Account Balances/Detail, or the Financial Data Warehouse. Question the Business Services/Controller's Office staff regarding undocumented and unexplainable items.

Determining Free Balance

Refer to the most recent Budget Statement or access the online Account Balances/Detail Application or the Financial Data Warehouse system.

Note the balance for the object in question as shown under Balance.

Calculate the total pending expenditures and encumbrances as indicated by documents in the appropriate object file. Subtract this total from the indicated balance.

The remainder is the uncommitted free balance for the object.

Facilities and Administrative (F&A) Costs

Personnel may need to calculate expenditures for facilities and administrative (F&A) costs to get an accurate accounting of expenditures supported by sponsored accounts (programs 11 through 14).

F&A costs are determined by multiplying the rate times the base. The rate is the percentage specified by the agreement and the base is either wages and salaries, total direct costs, or modified total direct costs charged to the agreement. Questions regarding the calculation of expenditures for F&A costs should be directed to the Sponsored Programs Services. See also 40.25.

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Facilities and administrative costs (F&A costs) are expenditures incurred by a sponsored project (programs 11-14) which are not readily identified with that project. Normally, F&A costs (often called overhead) are those costs which accrue from the general operation of the University, e.g., administration, maintenance, and building depreciation.

Direct Costs Defined

To better understand F&A costs, direct costs should be defined. Direct costs are those costs which can be easily and accurately identified and charged to a specific project, e.g., salaries, wages, employee benefits, equipment, travel, computer time.

SUPPORT OPERATIONS

F&A cost recovery reimburses the University for the additional expense of supporting sponsored projects. Specifically, F&A costs are incurred for purposes common to many or all projects, programs, or activities of WSU. Typical WSU operations for which sponsored projects are charged F&A costs include the following:

General Administration

General executive and administrative functions and expenses of a general nature which do not relate solely to any major function of the University. This includes Payroll, Purchasing, and other administrative functions.

Departmental Administration

Management and support duties which benefit departmental activities.

Sponsored Projects Administration

Proposal review, sponsor negotiations, sponsored project development, and grant and contract post-award administration.

Operation and Maintenance

Expenses incurred for the administration, supervisor, operation, maintenance, preservation, and protection of the University's physical plant.

Such expenses are normally incurred for the following services:

Custodial and utility

Repair

Normal alteration of building

Care of grounds

Security

Hazardous waste and environmental safety

Libraries

Library staff time and library materials for use by those working on sponsored projects.

Depreciation

Building and equipment depreciation or use allowance.

SETTING RATES

The F&A cost rates are negotiated with the Department of Health and Human Services (DHHS), Division of Cost Allocation.

The WSU Office of Finance and Administration and DHHS personnel negotiate these rates in accordance with federal government cost principles set forth in Office of Management and Budget (OMB) circular A-21.

RATE CATEGORIES

Not all of the operations indicated above which contribute to a project's F&A costs apply equally to each project type or location, e.g., research versus educational services and on-campus versus off-campus locations. For this reason, separate rates have been negotiated for each category, taking into account those F&A cost elements which are most applicable. The appropriate F&A cost category is determined at the time of proposal preparation. Questions should be directed to the Office of Grant and Research Development (OGRD). The F&A cost categories are as follows:

Research

Research and development activities that are separately budgeted and accounted for.

Instruction

WSU's teaching and training activities. This includes all such activities whether they are offered for credit or not.

Other

Programs and projects that involve the performance of work other than research and instruction. Examples of such programs and projects are health service projects and community service programs.

On-Campus

Those activities which occur at WSU campuses in Pullman, Tri-Cities, Vancouver, and Spokane. This category also applies to the Intercollegiate College of Nursing/WSU College of Nursing (ICN) in Spokane.

Outlying Agricultural Research Stations

Activities occurring at specified College of Agriculture and Home Economics research centers and units.

Off-Campus

Activities occurring at locations other than in University-owned or operated facilities. Also, F&A costs associated with physical plant and library support are not considered applicable to the project.

DISTRIBUTION BASE AND CURRENT F&A COST RATES

The F&A cost rate is multiplied by the distribution base to calculate F&A costs. This distribution base consists of specified direct costs which have been charged to the project.

See the Sponsored Programs Services web site to view the current agreement for the distribution base and F&A cost rates. Go to:

http://www.sps.wsu.edu/

Select F&A Rate Agreement

Application of Current Rates

Use the appropriate negotiated rate for the fiscal year.

Location Rates

Sponsored Programs Services establishes a separate University account for each rate applied, e.g., on-campus, off-campus. The principal investigator or administrator charges expenditures to the appropriate account.

Off-Campus Rate Eligibility

To be eligible for the off-campus F&A cost rate, a project must meet the definition above for off-campus activities. A major consideration for eligibility is based on the majority of salaries, wages, and benefits that are applied to the project.

PROPOSAL PREPARATION

Projected F&A cost recovery is calculated and included in each proposal's budget. See also 40.02.

Calculation

Projected recovery is calculated as follows:

Use the current F&A cost rate to calculate projected recovery for the project period.

NOTE: Since the F&A cost rate for a future fiscal year may differ from the current rate, actual recovery may be more or less than the projected recovery.

One Rate

Multiply the rate (the specified percentage) by the distribution base.

Examples

Research Activity

Example: The F&A cost rate for the research activity is 46.8% and the distribution base (e.g., modified total direct costs) equals $30,000. What is the projected F&A cost recovery?

Answer: 46.8% x $30,000 = $14,040

Other Sponsored Activity

Example: The F&A cost rate for an other sponsored activity is 30.2% and the distribution base equals $25,000. What is the projected F&A cost recovery?

Answer: 30.2% x $25,000 = $7,550

Two Rates

If the proposed activity is conducted both on and off campus, calculate the projected recovery by multiplying each rate by the estimated costs for the appropriate location using the applicable distribution base.

Examples

Research Activity

Example: The distribution base (e.g., modified total direct costs) totals $125,000, with $80,000 budgeted for on-campus and $45,000 for off-campus. What is the projected F&A cost recovery from each location for the research activity?

Answer: On campus 46.8% x $80,000 = $37,440

Off campus 26% x $45,000 = $11,700

Total recovery = $49,140

Other Sponsored Activity

Example: The distribution base for an other sponsored activity totals $100,000, with $70,000 budgeted for on-campus and $30,000 for off-campus. What is the projected F&A cost recovery from each location for the other sponsored activity?

Answer: On campus 30.2% x $70,000 = $21,140

Off campus 22.3% x $30,000 = $ 6,690

Total recovery = $27,830

Exceptions

Only under exceptional circumstances does the WSU Vice Provost for Research and/or the OGRD Director approve agreements with agencies which reimburse F&A costs at less than the current negotiated rates.

Investigators who prepare proposals for submittal to such agencies should contact OGRD to ascertain the acceptability of less than approved F&A rates.

ENCUMBRANCES

Sponsored Programs Services normally encumbers funds for F&A costs when a project account is first set up, renewed, or rebudgeted. The amount of the encumbrance is indicated in the Account Balances/Detail and/or on the Budget Statement under object 13. See 30.07 for more information about encumbrances and the Budget Statement.

CHARGING F&A COSTS

Sponsored Programs Services automatically charges F&A costs based upon the rates approved in the sponsor's agreement.

NOTE: A sponsor's liability for paying F&A costs incurred during a project does not lapse at the termination date. F&A costs may be charged for allowable direct costs posted to the account after the agreement's expiration date for goods received or services performed during the project period.

Verification

Departmental personnel and/or the principal investigator are to check the Account Balances/Detail to verify that the rate actually used is the same as the rate approved in the sponsor's agreement. If the Account Balances/Detail or the Budget Statement do not show the charge, or show an incorrect charge, telephone Sponsored Programs Services at 335-2058.

ALLOCATION

Refer to Executive Policy Manual EP2 for the policy on annual allocation of F&A cost recovery revenue to colleges and academic departments.

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APPROVAL POLICY

WSU investigators seeking extramural support must obtain approval from the following officers prior to submitting a proposal to the Office of Grant and Research Development (OGRD):

Department chair,

Research director (when appropriate),

Chancellor (when appropriate), and

Area dean.

It is essential that University endorsement be obtained before submittal since a proposal is preliminary to a grant, contract, or other agreement which obligates WSU facilities, equipment and personnel.

This policy applies to requests for support for research, training, education and other scholarly activities funded through sponsored programs (11-14).

All proposed project activities must conform to University policy.

OGRD Coordination

OGRD reviews the proposed application, coordinates University endorsement, and sends the proposal to the external funding source.

OGRD coordinates the proposal review and approval process. All written contacts with extramural funding sources are transmitted or approved by OGRD.

REX Form

Investigators complete a Request for Approval of Application for Extramural Support (REX) form which is routed with the proposal through the indicated review chain. Obtain copies of the REX form from OGRD or by downloading automated versions of the form from the OGRD Forms web site at:

http://www.ogrd.wsu.edu/forms.asp

Deadlines

Forward the REX form and proposal to OGRD at least one week prior to the sponsor's postmark deadline.

Proposals submitted to OGRD fewer than five working days before a sponsor's postmark deadline are processed as rapidly as possible; meeting a deadline cannot be guaranteed in such cases.

FUNDING SEARCH

Investigators in all disciplines who are searching for a funding source are encouraged to sign up to receive e-mail funding alerts from the University subscription to the Community of Science (COS) database at:

http://www.cos.com

Funding sources may be private or public.

OGRD personnel are available to assist investigators with completing the online registration for the COS funding database resource.

The Office of Research also offers additional assistance to investigators through the Faculty Development Series (FDS). The FDS is a broad curriculum designed to educate WSU faculty in many aspects of successful proposal development and sponsored project management. For more information regarding the FDS, select the Faculty Development Series link on the OGRD website at:

http://www.ogrd.wsu.edu/

PROPOSAL PREPARATION

The investigator determines the most appropriate funding source and prepares a proposal in accordance with the sponsor's guidelines.

OGRD personnel are available to assist investigators in proposal preparation.

A principal investigator may wish to check with OGRD before writing the proposal to verify appropriate proposal format. What is appropriate style for submittal to a federal agency may be unacceptable for a private foundation.

Memorandum 1 and Memorandum 2

OGRD Memorandum 1 and OGRD Memorandum 2 provide information regarding proposal preparation and necessary procedures to follow to obtain institutional (WSU) endorsement. Investigators should obtain current copies from the OGRD Policies and Guidelines website at:

http://www.ogrd.wsu.edu/policies.asp

Budget Approval

The investigator obtains approval of the proposal's budget from the OGRD Grant and Contract Coordinator or a budget-certified individual within his or her department, unit, college, or campus before routing the REX form and proposal through the review chain.

Private Sponsors

Some sponsors have regulations requiring that proposals be submitted only by institutions that comply with tax code 26 USC 501(c)(3). While WSU has a similar status, the University is not a 501(c)(3) institution. Also, the WSU Foundation serves as the primary contact for some private sponsors.

If the sponsor requires the requesting institution to have 501(c)(3) status or if the sponsor relies upon the WSU Foundation as the primary contact, OGRD routes the proposal to the WSU Foundation for submission. For additional information regarding private sponsors that fall into these categories, review the OGRD WSU/WSUF Private Grant Sponsors webpage at:

http://www.ogrd.wsu.edu/private_grant.asp

REX Form

A completed REX form accompanies all proposals submitted for institutional review and approval.

The form is for WSU use only. It provides OGRD and other WSU personnel with a concise summary of the proposal, including the budget, names of all investigators, special considerations, and an abstract of the proposed work.

Completing the REX Form

The investigator completes the form according to directions indicated in OGRD Memorandum 1 and OGRD Memorandum 2. Investigators may obtain current copies from the OGRD Policies and Guidelines website at:

http://www.ogrd.wsu.edu/policies.asp

Approval

The REX form and proposal are routed through the review chain and signatures obtained from administrators indicated on the form.

Proposals involving multiple colleges, departments or programs must be reviewed and approved by each unit's administrator (dean, chair, research director, chancellor).

EP17_Policy_on_Sales_of_Goods_and_Services.htm

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Executive Policy #17
Approved by Board of Regents, November 20, 1987

Policy on Sales of Goods and Services

PDF link

INTRODUCTION

Washington State University, as the state's land grant institution, is directed to pursue the tripartite mission of instruction, research, and public service to the people of the state of Washington. In carrying out this mission, it is often necessary for the University and its affiliated units to provide goods and services for fees which enhance, promote, or support its instruction, research, and public service functions. However, the University must be mindful that when it makes provision of goods and services for fees, it may be competing with local private businesses.

This policy has been developed to define the legitimate purposes under which sales of goods and services for fees may be approved, and to establish a mechanism to review such sales.

POLICY

Washington State University may engage in the direct sale of goods and services to individuals, groups, or external agencies for fees only when those services or goods are directly and substantially related to the educational mission of the University. Charges for goods and services shall be determined taking into account their full direct and indirect costs, including University overhead, and the price of such items in the private marketplace.

CRITERIA

There are three distinct categories of sales transactions which occur at the University: (1) internal University interdepartmental transactions of goods and services necessary to the maintenance of the educational mission of the University; (2) sales of goods and services to faculty, staff, and students which are for the convenience of and in support of the broad educational mission of the University; and (3) sales to persons or organizations external to the University. The unique nature of each of these kinds of transactions makes it appropriate to use different criteria in evaluating requests for each type of sales program.

Noncash Transactions by Interdepartmental Requisition and Invoice

These internal noncash transaction of official University business between units, departments, and offices, necessary to meet the teaching, research, and service mission of the University, shall be governed by the University regulations on budget, accounting, and auditing which apply to such transactions.

Criteria for Sales to the Campus Community

Each of the following criteria shall be used in assessing the validity of providing goods and services for charge to the students, faculty, staff, and other members of the University community:

The good and service is substantially and directly related to the University's instructional, research, or public service mission.

Provision of the good or service on campus represents a special convenience to and supports the campus community or facilitates the extracurricular, public service, or residential life of the campus community.

The price or fee for the good or service is established at such a level as to account for the full direct and indirect cost, including University overhead.

Procedures are in place for ensuring that goods or services are provided only to members of the University community.

Criteria for Sales to the External Community

The University shall not engage in any sales activity solely for the purpose of raising revenue to support an educational or research activity if the goods or services sold are not directly and substantially related to the educational program.

Each of the following criteria shall be used in assessing the validity of providing goods and services to the external community:

The good or service represents a resource which is directly related to the unit's educational OR RESEARCH mission, which is not commonly available in the private marketplace, and for which there is a demand from the external community.

The price or fee of the good or service is established to account for the full direct and indirect cost of the good or service, including University overhead. The price of such items in the private marketplace shall be considered in establishing the price or fee.

The sales activity shall not be solely due to excess capacity within the University or any of its constituent units or departments.

EXCLUSIONS

Recognizing that the central mission of the University is the provision of instruction, research, and public service, this policy shall not apply to charges for instruction in its regular, extension, evening, or continuing educational programs; services provided in the practicum aspects of its instruction and research programs; services for fees in its extracurricular or residential life programs, including residence halls, food and lodging services, Alumni Association programs, athletic and recreational programs, and performing arts programs.

It is recommended that separate and specific policies and guidelines for bookstore operations shall be established by the Board of Directors of the Students Book Corporation, in consultation with the University administration and the WSU-Pullman Chamber of Commerce Community Relations Forum.

The WSU-Pullman Chamber of Commerce Community Relations Forum may recommend special exclusions, exemptions, or allowances for University sales or service programs or activities which are a community tradition or which provide a unique benefit to the community. These exclusions, exemptions, or allowances are to be provided by the University on a case-by-case basis, only upon such recommendation by the Forum, and will be listed as addendums to this policy. The Community Relations Forum may retract recommendations for such exclusions, exemptions, or allowances granted in this manner as it deems necessary.

ADMINISTRATION

Final approval for the sale of any good or service not excluded from this policy shall be vested in the Executive Director, Business Services/Controller. Before any service center or sales project may be implemented, the unit proposing the center or project shall provide to the Executive Director, Business Services/Controller a request setting forth all pertinent information about the center or project and the justification for such a program, specifically addressing the elements of this policy and the stated evaluation criteria.

Each category of goods and services sold is to be considered separately to avoid the unplanned expansion of any sales program. All new categories of sales shall be justified to and reviewed by the Executive Director, Business Services/Controller in accordance with this policy.

The Associate Vice President for Finance shall resolve any disputes or other matters concerning the internal application of this policy.

All current service centers and sales programs not excluded from this policy shall be evaluated by the Deans and Vice Presidents for the units under their direct authority, following the procedure for review stated above. The Deans and Vice Presidents shall report the findings for units under their direct authority to the Executive Director, Business Services/Controller not later than six months after the effective date of the adoption of this policy.

Each existing service center and sales program not excluded from this policy shall be periodically reviewed and evaluated for conformance with this policy, upon a schedule to be determined by the Executive Director, Business Services/Controller.

COMMUNITY LIAISON

The WSU-Pullman Chamber of Commerce Community Relations Forum or its successor made up of representatives of the community and the University will exist to receive and address questions and concerns from members of the external community about specific University sales programs, and/or refer these concerns to the Vice President of Finance and Administration for response. The Community Relations Forum will be charged with the review of this policy to determine its effectiveness in reducing University competition with private enterprise in the community and with making recommendations to the Vice President of Finance and Administration for changes or improvements in the policy.

Addendum

The following exclusions to the Policy on the Sales of Goods and Services have been recommended by the Community Relations Forum and approved by the Board of Regents:

Ferdinand's (retail dairy products, including Cougar Gold cheese).

The concept of the Washington State University Research and Technology Park as an interim land use real estate development. Individual Washington State University departments located in the Park will, however, conform to this policy.

BACKGROUND

The Washington State University-Pullman Chamber of Commerce Community Relations Forum began its meetings in the summer of 1986 with the general goal of improving communication between the University and the local business community and the specific objective of recommending to the University a draft policy on the sales of goods and services. New state law (SSB 5688) requires consultation between the local business community and the University on the implementation of such a policy by the University. The Community Relations Forum, endorsed by the Pullman Chamber of Commerce and Washington State University, is the primary liaison and consultative body for the implementation of this policy. However, broader community awareness and consultation was desired by the Forum and encouraged prior to the enactment of this policy.

A series of working meetings was held by members of the Community Relations Forum to develop the draft policy. The first "Report to the Community and Draft Policy--July, 1987," was published and distributed. Public hearings were held in downtown Pullman during the months of August, September, October, and November, 1987. Forum members considered public comments and revised the policy and recommended its adoption to Washington State University. The Board of Regents approved the policy on November 20, 1987, and a report of these activities and the WSU policy were submitted to the Washington Legislature on December 1, 1987, by the Council of Presidents Office on behalf of all the four-year higher educational institutions in Washington.

The Community Relations Forum will continue its advisory role and will review the University efforts in the months and years ahead.

20.35_Use_of_University_Property.htm

Posted in:OFFICIAL USE

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PROPERTY
20.35
Revised 3-12
Finance and Administration
335-2600 PDF link

Authorized Loan/Rental

University property may be used when authorized by and in accordance with established University procedures. See 20.40 and the Washington State University Facility Use Rules. (WAC 504-33 and 504-35).

Patents and Copyrights

Employees may use University property in conformance with patent and copyright policies.

UNOFFICIAL USE

State of Washington law prohibits the use of University property for personal gain, except as provided in RCW 42.52.160 and related University policies.

University employees may not use University property for purposes unrelated to official University activities.

WSU employees may not authorize the free use of University property under their control to anyone for purposes unrelated to official WSU activities.

Injuries

If injuries occur during unauthorized and unofficial use of University property by an employee, the employee may be ineligible for workers' compensation benefits. In addition, the employee may be held individually liable in the event of injury to a third person or damage to property.

STUDENT USE

Student use of University property must conform with applicable provisions of Washington Administrative Code (WAC) Title 504.

POLITICAL ACTIVITY

University officials and employees may not authorize the use of or use University resources (e.g., facilities, equipment, supplies, employee time, office space, vehicles) to assist campaigns for election of persons to any offices or for the promotion or opposition of ballot initiatives. (RCW 42.17A.555)

Exceptions

Rental of Space/Services

WSU facilities, equipment, or services may be rented and used for political activity if the facility, equipment, or service is customarily rented to non-University customers. The political customer pays the usual rate and the usual restrictions apply. See WAC 504-35. See 20.40 to rent WSU property.

Limited Public Forum Areas

Areas of the University designated as limited public forum areas may be used as provided for in WAC 504-33.

See WAC 504-33-015 for designation of WSU limited public forum areas.

WSU Sponsored Political Forums

University facilities may be used for a political forum without charge if:

All candidates for a particular office or all interests in a particular ballot initiative are given an equal opportunity to state their position, and

The forum has a WSU sponsor.

A WSU sponsor may be a University organizational unit or an official campus organization.

Student Organizations

A registered student organization may invite a candidate or another political speaker to one of the meetings of its membership on University property, if it has complied with the scheduling procedures of WAC 504-35-024.

ADVERTISING

The regulations adopted regarding advertising are applied to political advertising, signs, posters, and handbills. See WAC 504-34-140.

MAIL

Employees are not to use WSU outgoing or interdepartmental mail services for personal or political mail. See 80.20, 80.21, and 80.24.

20.40_Renting_University_Facilities_Equipment_or_Services.htm

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PROPERTY
20.40
Revised 7-99
Finance and Administration
335-2600 PDF link

OVERVIEW

Finance and Administration enters into agreements on behalf of WSU to provide services or to rent University facilities or space to non-University entities. University departments seeking to provide services or to rent University facilities or space to non-University entities should contact Finance and Administration.

Service Centers

Service centers may extend their services to the general public without contacting Finance and Administration if the following conditions exist.

The Controller has approved the rates the service center charges.

The service center operator uses the guidelines in 30.15 to determine if the non-University customer may purchase from the service center.

See 30.15 for more information about service centers.

RENTAL REQUEST

In most cases, the customer contacts the University department responsible for the services, equipment, or space. A department receiving a request discusses the request with Finance and Administration. If Finance and Administration determines that the proposed rental or service is appropriate, the department sends a memorandum to Finance and Administration requesting an agreement. The memorandum includes the following.

Requesting Memorandum

Name and address of the non-University user.

Name of the sponsoring department, if appropriate.

Name and telephone number of a University contact employee, if appropriate.

Name, address, and telephone number of a contact individual for the non-University entity. Duration of anticipated use.

List of the equipment or services WSU must provide including how the facility will be used.

Space

Include building names and room numbers.

Equipment

Include descriptions and WSU inventory numbers.

NOTE: Some equipment obtained through sponsored agreements may not be rented. Check with Sponsored Programs Services prior to renting equipment acquired through a sponsored agreement.

Services

Include the names of the positions involved and their rates of pay.

If a part of the request is covered by an approved service-center rate, describe those services or rentals and include the rates.

The responsible administrator approves the memorandum before it is sent to Finance and Administration.

RENTAL PROCEDURES

The Agreement

Finance and Administration:

Obtains a rate from the Controller.

Coordinates approval of space rentals with the Facilities Use Committee. (WAC 504-34-040)

Prepares the agreement and coordinates the approval. (Finance and Administration signs most rental agreements on behalf of WSU.)

Distributes the contract.

Files the original agreement with the Controller.

Damage to University Premises or Equipment

Rental agreements are to include adequate protection for WSU in the event of loss of or damage to University facilities or equipment while in the renter's custody or control. The appropriate scope of such protection will vary depending on:

Nature of the facility or equipment rented,

Nature of the intended use, and

Duration of the rental agreement.

Contact the Department of Risk Management to determine what required protection measures are to be included in the rental agreement; telephone 335-6893.

Collecting the Rent

General Accounting prepares invoices for the charges and University Receivables sends statements for the invoiced charges.

Disposition of Revenue

Controller's Office personnel determine the disposition of revenue.

Revenue may be:

Deposited in a general revenue account. This is applicable to most space/facility rentals.

Treated as a recovery of expenditure to a departmental account. This is applicable to certain equipment rentals.

Treated as an interagency reimbursement. This is applicable to rentals to other state agencies.

ACCOUNTING FOR EQUIPMENT

Route an Inventory Control Report (WSU 1033) to Property Inventory whenever an equipment item is physically relocated off campus. See 20.50.

The department chair of the responsible WSU department ensures that the equipment is returned at the conclusion of the rental period. A second Inventory Control Report is routed upon return of the item.

30.15_Service_Centers.htm

Posted in:FINANCE

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Special needs of the University community may stimulate establishment of a service center. Services provided by a service center must promote the education, research, or public service missions of the University. The University does not intend for service centers to compete with private business. See also Executive Policy Manual EP17.

Any WSU operation that intends to charge for goods, services, and/or use of equipment must obtain the prior approval of the Office of General Accounting.

Service Center Defined

For purposes of this policy, a service center is defined as any University operation that charges for goods, services, and/or use of equipment.

Types of service centers are defined as follows:

Recharge Operation

The primary purpose of a recharge operation is to provide specific services to the University community. A recharge operation provides a method for generating revenue to offset costs. Examples of WSU recharge operations include: Motor Pool, Franceschi Microscopy and Imaging Center, University Stores, or any unit that charges fees for publications, copying, or equipment use.

The costs associated with recharge activities are separately accounted for and charged to clients in proportion to services rendered. Other characteristics include the following:

The costs of each service may include its direct costs, and when appropriate, indirect costs, i.e., overhead.

The service center should be a break-even operation; that is, rates should not recover more than the total costs of the service center over a long-term period (normally defined as two years).

Enterprise Account

An enterprise account is established primarily to make sales to non-WSU entities, although services may also be provided to internal clients, i.e., faculty, staff, and students. The University Press and Cunningham Farm are examples of enterprise accounts.

Specialized Service Facilities

Specialized service facilities (SSF's) are institutional services involving the use of highly complex or specialized facilities such as electronic computers, wind tunnels, and reactors. (OMB Circular A-21, Section J.44)

Exceptions to Policy

Unless exceptions are specifically granted in writing and in advance, service centers must comply with this section (30.15). Written requests for exceptions must be submitted to General Accounting for review and approval.

Assistance

Telephone General Accounting, 335-2027, for help with establishing rates, determining appropriate clientele, accounting for sales, or any other service center concern.

Noncompliance

When policy noncompliance or irregularities occur, state or federal auditors may recommend the disallowance of charges to grants and contracts. Amounts disallowed by virtue of failure to comply with this policy are the responsibility of the responsible dean and/or the department.

Cost Recovery

Enterprise Accounts Only

Fees charged by enterprise accounts for goods, services, or facilities must take into account the full direct and indirect costs, including overhead. (RCW 28B.63.040) NOTE: This policy and statute do not apply to recharge operations.

Exceptions to this policy must be approved in writing and in advance by General Accounting.

See above for definitions of enterprise account and recharge operation.

Administrative Service Charge

Overhead charges assessed by the central administration may be factored into the rates charged most clients, but are not included in rates charged those federal grants and contracts which pay F&A costs to the University. (See 40.25.)

F&A Costs

The University charges most federal grant and contract sponsors for Facilities and Administrative (F&A) costs. As such, rates for purchases from such federal grant and contract accounts are not to include overhead, e.g., administrative service charge. See 40.25 for more information about F&A costs.

Accounts

Expenditures and receipts are to be accounted for in the same University account unless the service center has received permission from the Executive Director of Business Services/Controller to account for operations in a different manner.

Exclusions

The procedures described in this section do not apply to the following:

Contract Work

Services (e.g., testing, workshops) to non-University entities provided on a contractual basis. Such contracts are processed through the Office of Grant and Research Development and/or Finance and Administration. See also 10.11 and 40.02.

Interdepartmental Sale of Surplus Equipment

Sale of surplus equipment to other University departments. See 20.76 and 20.80 for a description of surplus property exchange procedures. (NOTE: Surplus Stores is a service center and is not included in this exclusion.)

Instruction

Instruction in degree programs in regular, extension, evening, or continuing education.

WSU Extension Programs

WSU Extension may deliver programs within its mission, with or without a fee, depending on administrative budgeting constraints and decisions. (7 USC Subsection 342, RCW 42.52.160(2), RCW 28B.30.200)

Tickets for Athletic and Artistic Events

Admittance to intercollegiate athletic events or artistic performances, e.g., plays, concerts, exhibitions.

Fund-Raising Events

Events put on by University groups to raise funds or to seek donations for University purposes.

Auxiliary Enterprises

Auxiliary Enterprises are comprised of various service providers that deliver a variety of goods and services. Auxiliary service units recover operational costs by charging for services provided.

Examples of auxiliary enterprises include: Housing and Dining Services, Parking and Transportation Services, and Student Recreation Center.

Intellectual Property Ownership and Data Rights

The University asserts an ownership interest in all intellectual property developed using University resources, including the intellectual property resulting from service center operations. (See below for a definition of intellectual property.)

The University does not assert an ownership interest in data developed by performance of "service only" tasks in a service center. (See below for a definition of "service only.") The University retains the right to use "service only" data for its own internal noncommercial research and education if able to do so without disclosing the client's confidential information.

A service center may accept only "service only" tasks and may not agree to perform tasks which could reasonably be expected to create intellectual property. In the event a service center task results in the unanticipated creation of intellectual property, WSU notifies the service center client of such intellectual property within thirty days of the Office of Commercialization's receipt of invention disclosure forms from University inventors. (See 35.50 regarding invention disclosure.)

Definitions

Intellectual Property

"Intellectual property" is defined as the inherent value produced by human creativity and invention, which is protected by law from unauthorized exploitation by others. Intellectual property includes patents, copyrights, trademarks, know-how, trade secrets, and other proprietary information.

Service Only

"Service only" is defined as performance of standardized manufacture, formulation, processes, or established testing procedures to obtain data which is not a discovery, invention, or improvement.

RESPONSIBLITIES

Service Center Administrators

Service center administrators are responsible for the operations of the service center. Administrators include the responsible dean or director, chair, and service center manager. The responsibilities include the following:

Read and comply with this section (30.15) of the BPPM.

Assemble and verify the accuracy of information required to establish the service center and to establish the rates charged clients.

Calculate and review service center rates at least annually.

Submit applications for rate review to General Accounting as required by this section.

Consistently apply service center rates to all clients within each category.

Ensure that unallowable costs are not included in rate calculations.

Maintain accurate and complete records of operations.

Business Services/Controller's Office

General Accounting oversees service centers. The Executive Director for Business Services/Controller's Office supervises General Accounting. The responsibilities of General Accounting include the following:

Provide guidance to University personnel.

Review and approve rates for service centers in a timely manner and in conformance with this BPPM section (30.15).

Perform rate reviews.

Monitor compliance of service center transactions with federal regulations relating to the University's periodic F&A rate proposal.

Monitor service center compliance with federal Cost Accounting Standards (CAS); specifically:

CAS 501 - Consistency in estimating, accumulating and reporting of costs.

CAS 502 - Consistency in allocating costs incurred for the same purpose.

CAS 505 - Accounting for unallowable costs.

CAS 506 - Cost accounting period.

ESTABLISHING A SERVICE CENTER

In order to establish a service center, a requesting operator completes a Service Center Application, a rate proposal spreadsheet, and a Service Center Questionnaire. The operator submits the three completed documents to the responsible dean/director and chair for approval and then to General Accounting for final review and approval.

Procedures for completing these three documents are provided below.

Application

A service center manager completes a Service Center Application to establish a service center, to seek approval to charge specified categories of clients, and to seek approval to provide specified services.

Alternative Application Format

General Accounting may approve an alternative application format when appropriate.

Completing the Service Center Application

Print or photocopy the blank master in the PDF version of 30.15.16 and complete it according to the following instructions. Form blanks without explanation are considered self-explanatory.

Name of Service Center

Enter a descriptive title which reflects the function of the service center.

Service Center Account

Do not complete this section unless there is a pre-existing account. Applicable when:

The application is a renewal, or

Generated revenues are to be treated as recoveries of expenditures. (Small service centers only.)

Sponsoring Department

Indicate the name of the department that is responsible for and/or sponsors the service center.

Client Category

Service center managers may only sell to the categories of clients indicated and described on approved Service Center Applications. Indicate categories of clients to be served. Check all that apply.

University Departments/Organizations

Sales to University departments and organizations. These sales are noncash transactions completed through the University's Interdepartmental Requisition and Invoice (IRI) system. Recharge operations conduct sales to these clients.

WSU Faculty, Staff, or Students

Direct personal sales to University staff, students, or faculty. Such sales must meet the following criteria:

Sales should be substantially and directly related to at least one of the University's primary missions, i.e., instruction, research, or public service.

Sales should support and represent a special convenience to the campus community or facilitate the extracurricular, public service, or residential life of the campus community.

External Community

Sales to entities or personnel not directly affiliated with the University. Such sales must meet the following criteria.

Sales are to be for goods and services which are:

Substantially and directly related to the unit's educational or research mission,

Not commonly available in the local marketplace,

In demand in the external community.

The external sales activity may not be solely due to excess capacity within a University unit.

Sales to Public Agencies

A WSU service center may provide goods and services to other governmental entities (local, state and federal) if a written document defining the terms of agreement is signed by authorized representatives from each agency in conformance with the Interlocal Cooperation Act (RCW 39.34). Contact Finance and Administration for assistance.

Client Description

Provide a written description of the anticipated clientele, e.g., departmental students, faculty professional organizations.

Justification

Provide ample detail to clearly demonstrate why the service center should be established or renewed. Possible justifications include, but are not limited to:

Goods/services are not readily available from University or private providers. (Indicate where similar services may be obtained.)

Goods/services are a by-product of professional or vocational training.

Establishment of service centers which duplicate services provided by private establishments must be thoroughly justified. Any such justification should document how the proposed service center will provide benefit to the University and support one or more University missions.

Proposed Service--Description and Scope

Describe in detail services, products, and retail items offered to clients. The service center may only provide the kinds of services indicated in the application. Additional kinds of service require complete reapplication.

Approvals

The supervisor and department chair/director indicate approval and route the application to the responsible dean or vice president. By approving the application, the responsible dean or vice president assumes financial responsibility for service center activities. Approved applications are routed to General Accounting.

If a separate account is designated for the service center, General Accounting enters the account coding on the form.

Preparing Rate Proposal

The service center manager prepares a spreadsheet that identifies, calculates, and documents the components of each requested rate. The manager may use the automated Service Center Calculation Worksheet (in Excel) on 30.15.19-21 or may prepare her or his own spreadsheet. NOTE: The automated worksheet assists the manager in developing the rate for proposals.

The manager should consider the following when preparing the rate spreadsheet:

Sources of Revenue

The spreadsheet should indicate sources of revenue by client category.

EXAMPLE: If students make up a portion of the service center income, a line showing the amount of revenue attributable to students would be sufficient.

For new service centers, use anticipated dollar amounts and revenue categories.

Includable Costs

Specify and identify components of the total cost relating to the service center and estimate annual amounts. The "total cost" of the service center should be collected. By not including total costs in the recharge rate, the service center increases the risk of incurring a negative working capital fund balance.

NOTE: If the service center provides services to projects supported by federal grant or contract accounts, the University's accounting system automatically excludes the administrative service charge from related charges. See explanation below.

Described below are examples of specific costs that:

If incurred by an enterprise account, must be recovered by recharge activities through the rates.

If incurred by a recharge operation, may be recovered by recharge activities through the rates.

Salaries, Wages, Benefits

Include each individual employee (e.g. faculty member, sponsored project administrator), who spends a portion of his or her time directly involved with the activities of the service center. Include the percentage of full time equivalent effort that each individual devotes to the service center plus fringe benefits to derive the amount to be included in the charge rate for the activity.

NOTE: After an account number is assigned to a new service center, the individuals earning salaries and wages in the operation must have their supporting account sources adjusted to reflect the change in activity. Contact General Accounting for assistance as needed.

Supplies and Materials

Supplies or materials that are identifiable with a specific client's order should be billed directly to that client. If the supplies and materials cannot be identified with a specific client or order, such items should be included in the supplies and materials expense pool and used to calculate the charge rate for all clients.

Other Costs

All other direct costs, e.g., travel costs and costs of equipment maintenance contracts, should be specified in the schedule and included in the calculation of the billing rate.

Equipment

For information regarding equipment costs to be included in the recharge rate development refer to "Equipment" below.

Administrative Service Charge

Certain service centers are assessed the administrative service charge by the central administration. These costs are includable in the operations rate computation and should be documented on the spreadsheet. These costs are not the same as University-wide facilities and administrative costs, which are costs incurred for the university as a whole.

NOTE: The administrative service charge is not to be included in rates assessed projects supported by federal grants and contracts that already pay F&A costs.

Building Components

Contact General Accounting if the cost of a building or building component is to be factored into the rate calculation.

Billing Units

Estimate the total annual cost of operating the service center and divide that cost by the total estimated billing units to determine the billing rate per unit. For example, a billing unit for a service center that provides photocopies would be a per copy amount, whereas a billing unit for an activity which provides services would be based on an amount per hour of service.

NOTE: The total number of billing units should include those units that are actually billed, as well as those units that are not billed when goods or services are provided at no charge. If a service center only uses the number of units actually billed in its rate computation, the costs of the non-billed clients are included in the billing rate of the billed clients.

Unallowable Items

The following items are specifically not to be included as part of recharge rates.

Interest

Interest may not be included in the rates when service centers fund equipment purchases with internal loans and include as an expense the principal and interest repayment on the debt. (OMB Circular A-21)

A-21 Section J Items

Items explicitly disallowed by Section J of OMB Circular A-21 may not be included in the rates. Examples of such items include but are not limited to:

Entertainment costs

Bad debts

Advertising

Public relations

Donations and contributions

Alcoholic beverages

Goods or services for personal use

Fines and penalties resulting from violations of (or noncompliance with) federal, state, or local laws and regulations.

Establishing a Budget

The service center is to establish a budget separate from any other activity. This budget will be entered in the financial accounting system under a unique account number assigned by the Controller's Office.

Equipment

Each nonfederally-funded equipment item having an original cost of $5,000 or greater should be capitalized and depreciated over the useful live of the item.

Equipment Acquisition

Service centers have several ways to acquire equipment:

Equipment may be purchased by a department using nonfederal or state dollars, such as gifts or federal/state F&A funds, and turned over to the service center. However, assets purchased by federal contracts or grants must be excluded from recharge rate computations when the department is charging the federal government.

Equipment may be leased (with or without an option to buy).

Equipment may be purchased from the equipment reserve funds of the service center.

Equipment may be donated to the University and turned over to the recharge activity.

NOTE: Although not technically considered equipment, individual equipment items costing less than the University's equipment capitalization threshold may be built into the recharge rate and purchased using recharge operating funds.

Depreciation Expense

When planning a service center, include a list of the potential assets to be used in the activity in the rate development information.

It is recommended that the service center send a copy of the potential equipment list, with University property inventory numbers, to General Accounting before calculating rates. This allows the service center to know exactly which assets are includable and the amount of depreciation to factor into the rates.

From the property inventory numbers, the Office of Property Inventory checks and verifies information, e.g., use of the correct depreciable life, asset valuation, and original fund source.

When appropriate, Property Inventory changes the ownership code for the equipment in order to avoid the inclusion of the equipment depreciation in the computation of the University's F&A cost rate.

Methodology

Service centers should calculate equipment depreciation on a straight-line basis over the useful life assigned by the property inventory system. If the department believes that the equipment will work longer than the useful life assigned in the property inventory system, the department may use a longer useful life amount in the depreciation calculation.

Equipment Reserve Accounts

If equipment depreciation is used in the rate, the service center establishes an equipment reserve account in order to generate funds for equipment replacement. By establishing and funding such an account, reliance on equipment grants or the availability of other University funds is reduced or eliminated.

Depreciation Process

The depreciation process prorates a portion of the cost of equipment to each period the equipment is in use or over the life of the equipment. This is accomplished by levying a charge against the service center operating account. A corresponding credit is applied to the equipment reserve account.

Equipment Purchase

Equipment, equipment upgrades, and equipment repairs are purchased from the equipment reserve account. The equipment purchased may replace the depreciated equipment or it may be different equipment entirely. The only requirement is that the equipment be used for purposes within the scope of the approved service center activity.

Maintenance Contracts

The service center is to review equipment maintenance contracts in order to ensure that agreements covering unallowable assets are not included in the service center's rates.

Equipment Issues

There are three important issues to stress regarding equipment:

The purchase price of capital equipment cannot be included in a service center's rates. An asset that costs more than the University's capitalization threshold must be capitalized and only the depreciation for the year may be included in the recharge rate;

Excess fund balances may not be used to purchase equipment. Equipment may be purchased only through the equipment reserve account; and

The equipment depreciation component of the service center's rates may not include any factor to accumulate balances to provide for the upgrading of equipment or for inflationary increases in replacement costs. There are some instances where this may be allowed when the department is charging external clients. See General Accounting for details.

Discount Rates

Volume discounts or other special pricing mechanisms are allowable; however, they must be equally available to all clients who meet the criteria and must not be subsidized by other clients.

Service centers may charge different rates to different groups of clients, as long as the service center can demonstrate that the federal government is not paying more than the cost of the service it is receiving. In other words, the service center can provide services for free to a certain client, but cannot pass the cost of the free service onto the federal government by building such costs into its rates. These unbilled costs must be segregated and subsidized from an appropriate source. The appropriate source should be determined through a discussion with General Accounting.

Multiple Services

Frequently a recharge activity provides more than one service, accumulating a surplus on some services and a loss on others. Combining the results of various services is acceptable if the client groups for each service do not greatly differ. Higher prices should not be charged to one group of clients to offset losses resulting from undercharging another client group.

Compliance Questionnaire

The service center manager completes the Service Center Questionnaire and submits it to General Accounting with the rate request documentation. This information provides data requested by auditors. Go to the PDF version of 30.15.17-18 to access the Service Center Questionnaire.

RENEWALS OR CHANGES

Renewals

Full Renewal Application

A service center renews its application with General Accounting annually when:

Costs or number of processed units have significantly changed since the last application, or

Client category or type of service provided have changed since the last application, or

Revenues exceed expenditures by more than 20 percent.

Application renewal requires that the service center manager submit all documentation required for initial establishment of the service center.

Memorandum Renewal

If there is no condition that requires full renewal, the service center manager simply submits a memorandum requesting renewal of the previous year's application. In such cases, a full service center renewal application must be submitted at least every three years.

Renewal Deadline

Either a full renewal application or a memorandum requesting renewal of a previous application must be submitted to General Accounting each year by May 15.

Changes

A service center manager submits all service center application materials to request a change of rate, proposed service, or category of client served. Submit the application documentation at least one month before the planned effective date.

Rate Revision

Service centers which accumulate significant operating balances may have overcharged clients. In such cases billing rates are to be revised to keep expenses and income in reasonable balance.

Billing rates should be revised as often as necessary to avoid accumulating either a surplus in excess of two months' working capital reserves or a deficit in the recharge account. Rates should be reviewed periodically throughout the course of the year to ensure that a proper rate structure exists. If rates are found to be inappropriate, new rate proposals should be submitted to General Accounting at least one month before the new rates are to become effective.

MANAGING SERVICE CENTERS

Transfers Out

Service centers should not transfer revenues, expenditures or fund balances to other activities. Such transfers can distort billing rate calculations or alter the break-even plan.

Sales Transactions

Service center operators are responsible for applying the following regulations when considering or completing sales transactions with clients.

Political Campaigns

University facilities, equipment, or services may not be used to assist in campaigns for:

Election of any person to any office. (RCW 42.17.130)

Promotion or opposition to any ballot proposition. (RCW 42.17.130)

Promotion or opposition of an initiative to the legislature. (RCW 42.17.190)

Allowable Clients

Service center operators may only sell to the categories of clients indicated and described on the approved Service Center Application.

Personal Sales to WSU Faculty, Staff and Students

When the service center is authorized to sell to WSU personnel but not authorized to make sales to the external community, the service center is responsible for ensuring that clients are current WSU faculty, staff, or students. The service center may request that the client produce a current WSU identification card to verify affiliation with the University.

Sales Tax

Service centers are responsible for collecting sales tax for nonexempt goods and services provided to most external clients. Use the following chart as a guide to determine whether sales tax should be collected.

CLIENT CATEGORY	SALES TAX	NO SALES TAX	CITATION
WSU personnel (personal sales)	X		RCW 82.08.020
Private agencies	X		RCW 82.08.020
Cities, counties, local school districts	X		WAC 458-20-189
Washington state agencies		X	WAC 458-20-189
Federal agencies		X	WAC 458-20-190
Out-of-state (when shipped out-of-state)		X	WAC 458-20-193

Sales Tax References

For clarification or exemptions see WAC 458-20 and RCW 82.08.

Ordering, Receipting, and Billing

All services and goods provided to clients are to be accounted for and recorded.

Internal Sales

University departments and organizations use an IRI (Interdepartmental Requisition and Invoice) or other approved requisition document to request and pay for services from service centers. See 70.05 and 70.06.

Service Center Billing System

Service centers with a high volume of transactions may request access to the computerized Service Center Billing System which provides automated client billing. To request the system complete an AIS Access Request form. See 85.33.

External Sales

Sales to external clients are recorded on a WSU Invoice/Receipt form. See 30.52. Specialized procedures may be used with the approval of the Controller's Office.

Accounts Receivable

See 30.56.

Inventory

The service center maintains all merchandise and/or consumable inventories by using either a perpetual or periodic inventory tracking method and completing a physical inventory count at least annually. See 20.53.

Contact General Accounting for information and assistance concerning conducting a physical inventory count.

Records Retention

Retain service center records in accordance with the All-University Records Retention Schedule and the unit's Records Retention Schedule. See 90.01 for an explanation.

It is essential that the service center's costs and usage base be adequately documented to support the billings. Accordingly, each service center must observe the following practices:

Collect and retain supporting documentation related to actual and accrued costs incurred by the service center.

Maintain adequate records to support the number of hours or other measure of services and/or materials that form the basis for client billings.

Retain working papers demonstrating rate development.

Prepare cash sale invoices and internal sales documents in accordance with 30.52, 30.53, 30.56, and 30.57.

Subject to Audit

Service centers are subject to periodic review by the University's Office of Internal Audit and by external auditors. Auditors evaluate compliance with established University policies and accounting practices. Therefore, service centers activities must be adequately documented, and records should be retained for periods indicated on approved retention schedules. (See 90.01 for information about University retention schedules.)

See the PDF forms:
30.15.16: Service Center Application
30.15.17-18: Service Center Questionnaire
Complete and/or print as needed.

See the automated Excel form:
30.15.19-21: Service Center Calculation Worksheet
to prepare rate calculations as needed.

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INTRODUCTION

The University operates a courier service to move official WSU materials between specified WSU localities. Central Receiving coordinates the courier service which includes contracted air and ground travel.

Served Localities

The courier service moves materials between the following:

WSU Pullman,

WSU Spokane,

WSU Tri-Cities,

WSU Vancouver, and

WSU College of Nursing (ICN)--Spokane.

Days of Operation

The courier service operates each week Monday through Friday (except holidays) between WSU Pullman and the urban campuses.

Information

Contact Central Receiving in Pullman regarding courier procedures; telephone 509-335-5575.

Additional Services

As a part of general courier delivery, the courier service provides intercampus delivery of Academic Media Services and library materials. For specific procedures, contact library support services or Academic Media Services at each WSU campus.

PERSONAL MATERIAL

Individuals may not use any WSU courier services to send personal material.

Personal use of WSU courier services is a violation of WSU policy. See 20.37.

MATERIAL PREPARATION

Affix a preprinted color-coded label to each item sent by courier. Obtain the labels from Central Receiving; telephone 509-335-5575.

Labels are color-coded by destination site:

WSU Pullman (green or white with green letters);

WSU Spokane (lilac or white with lilac letters);

WSU Tri-Cities (yellow or white with yellow letters);

WSU Vancouver (blue or white with blue letters), and

ICN--Spokane (pink or white with pink letters).

Addressing

To Non-Pullman Locations

Indicate the addressee's name and destination department on the appropriate site label.

To WSU Pullman

Address courier mail to WSU Pullman in either the preferred or alternate format.

NOTE: Courier mail to WSU Pullman which is not addressed as indicated below is subject to return to the originating campus.

Preferred

Address courier mail to WSU Pullman with the addressee's name, building, and room number.

Courier Services delivers mail addressed in this manner to Pullman employees and departments.

Alternate

Name and department four-digit mail code (the four-digit "+4" part of the full zip code for the Pullman location).

Courier Services transfers mail addressed in this manner to Mailing Services for delivery to Pullman employees and departments. NOTE: Transfer of materials to Mailing Services causes a 24-hour delivery delay.

Postage or Bar Code Stickers

Do not attach postage or bar code stickers to courier items.

Insurance

Each tote bag or container transported by the courier service is insured for $100. If additional coverage is required, ship with Federal Express (FedEx) overnight air delivery. See 80.15.

Envelopes

Any envelope, including an interdepartmental mail envelope, is acceptable if the appropriate label is attached and addressed.

Size Limits

Courier materials should fit into an interdepartmental mail envelope. Central Receiving discourages the shipment of boxes by courier mail.

PICKUP AND DELIVERY

Pickup Location

WSU Pullman

Contact Central Receiving for courier pickup by noon; telephone 335-5575.

WSU Spokane

Deliver courier materials to Mail Services in the South Campus Facility (formerly the F.O. Berg Building) Room 410A by 4:00 p.m.

WSU Tri-Cities

Deliver courier materials to the Copy and Mail Distribution Center by 3:30 p.m.

WSU Vancouver

Deliver courier materials to the Mailroom by 3:15 p.m.

ICN (Spokane)

Deliver courier materials to the gray tote next to the mailboxes on first floor by 5:00 p.m.

Delivery Time

Overnight Delivery

The courier service delivers materials overnight from WSU Pullman to urban campuses/ICN and from urban campuses to WSU Pullman.

ICN to WSU Pullman

ICN to WSU Pullman deliveries leave ICN to WSU Spokane after 5:00 p.m., are picked up from WSU Spokane at 6:00 a.m. the next morning, and are delivered to WSU Pullman.

Two-Day Delivery

The courier service delivers materials in two days from one urban campus or ICN to another.

On-Campus Delivery

WSU Pullman

Central Receiving delivers incoming materials to addressee departments between noon and 3:45 p.m. on the day of arrival.

Urban Campuses, ICN

Each campus provides on-site distribution of courier materials. For more information contact Central Receiving in Pullman or appropriate staff at the site courier location.

Expedited Delivery

When requested, the courier service units at the urban campuses and ICN deliver expedited material by noon on the day of arrival. Arrange expedited delivery through appropriate staff at the site courier location.

20.37_Personal_Use_of_University_Resources.htm

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PROPERTY
20.37
Revised 9-11
Internal Auditor
335-2001 PDF link

A University employee may not use state resources under her or his official control, direction, or custody for private benefit or gain of the employee or any other person.

The use of state resources related to the conduct of official business is permitted. The use of state resources for any purpose other than official state duties is governed by state law (RCW 42.52, Ethics in Public Service; WAC 292-110-010, Use of State Resources). These laws provide for the personal use of state resources under limited circumstances. This policy sets forth the guidelines for permissible, limited, and prohibited uses of state resources regardless of the type of state resource.

Applicability

This policy applies to all state resources, including any person, money, or property. It applies to computers, technological resources such as network bandwidth, and mechanical and nonmechanical devices.

The prohibitions regarding the use of public resources do not apply to the use of public resources to benefit another person as part of the officer's or employee's official duties.

REPORTING VIOLATIONS

See 10.22.

RESOURCE USE

Specifically Prohibited

The following private uses of state resources are specifically prohibited:

Any use for the purpose of conducting an outside business;

A use for the purpose of supporting, promoting, or soliciting for an outside organization or group unless provided for by law or authorized by the University President or designee;

Any campaign or political activity (20.35 and WAC 504-33 and WAC 504-35 govern the use of University facilities, equipment, or services used for political activity);

Commercial uses such as advertising or selling;

Any illegal activity;

Any use in violation of University policy;

Any personal use of state property that has been removed from state facilities or other official duty stations, even if there is no cost to the state.

Qualifications

Use of state resources pursuant to requirements in this section is subject to the following qualifications and limitations:

A University employee may not use state resources for the purpose of assisting a campaign for election of a person to an office or for the promotion of or opposition to a ballot proposition. Such a use of University resources is not authorized by this rule and is specifically prohibited by RCW 42.52.180, subject to the exceptions in RCW 42.52.180(2).

A University employee may not make private use of any state property that is consumable such as paper, envelopes, or spare parts, even if the actual cost to the state is de minimis.

Occasional/Limited Use

University employees may make occasional but limited personal use of state resources if each of the following conditions are met:

If the use is not specifically prohibited or subject to qualifications and limitations noted above; and

There is little or no cost to the state; and

The use of state resources does not interfere with official duties; and

The use is brief in duration, occurs infrequently, and is the most effective use of time or resources; and

The use does not disrupt or distract from the conduct of University business due to volume or frequency; and

The use does not disrupt other University employees and does not obligate them to make personal use of state resources; and

The use does not compromise the security or integrity of University information or software.

Within the conditions outlined above, employees are expected to make wise and efficient use of the resources. For example, if an employee needs to send a brief message to his or her home using either telephone or e-mail, the employee should choose the method that imposes the least cost and disruption to official University business.

Use of Computers, Electronic Communications, Internet

A University employee may use University computers and other University-owned equipment to access computer networks or other databases, including the Internet and electronic communications, provided such use conforms to ethical standards indicated above under "Occasional/Limited Use," and the use is not prohibited above under "Specifically Prohibited."

Promoting Effectiveness/Job Skills

University officials may authorize a personal use of state resources that promotes organizational effectiveness or enhances the job-related skills of a University employee.

REIMBURSEMENT

In general, a University employee may not make private use of state resources and then reimburse the University so there is no actual cost to the state. However, in some limited situations, such as officers or employees working at remote locations, a system of reimbursement may be appropriate. Any system of reimbursement must be established by the University in advance and must result in no cost to the state. To be valid under this rule the reimbursement system must be approved by the State Ethics Board in advance and in writing.

COMMUNICATIONS TECHNOLOGIES

Technologies that may create an electronic record include, but are not limited to, electronic mail, facsimile transmissions, social media (e.g., Twitter, blogs, wikis), instant messaging, text messaging, and voice mail. An electronic record is reproducible and is therefore not private. Such records may be subject to disclosure under the public disclosure law, or may be disclosed for audit or legitimate state operational or management purposes. (WAC 292-110-010 (4))

The University may review electronic communications made on University-owned equipment in accordance with the "Privacy" subsection of Executive Policy EP4 (see pages 8-9 of 10).

See also 90.03.

10.22_Possible_Ethics_Violations.htm

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ORGANIZATION
10.22
NEW 7-00
Internal Audit Office
335-2001
PDF link

CONSULTATION

A person seeking advice or an interpretation regarding activities that may constitute violations of the state ethics law should consult with the Internal Audit Office.

Although the Internal Audit Office does not have institutional authority to make final decisions regarding ethics matters, that office may provide advice based upon the facts presented. The advice includes relevant criteria University personnel should consider when making decisions regarding potential violations of the state ethics law.

WSU Approval of Referrals

Before an official request for an opinion or interpretation may be referred to the Executive Ethics Board on behalf of WSU, the request must be approved by the Office of the Internal Auditor.

ETHICS LAW/RULES

RCW 42.52. Rules adopted under the law include WAC 292-100, WAC 292-110, WAC 292-120, WAC 292-130.

Executive Ethics Board

The state ethics law provides for an Executive Ethics Board. Refer to the following web site for information regarding the Ethics Board's authority and responsibility:
http://ethics.wa.gov/

GOVERNMENTAL ACTIONS

Refer to 10.20 to report improper governmental actions under the Whistleblower Act.

10.20_Improper_Governmental_Actions_Whistleblower_Act.htm

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ORGANIZATION
10.20
Revised 2-09
Internal Auditor
335-2001

This section provides a brief summary of the Washington State Whistleblower Program, and its applicability at Washington State University.

DEFINITIONS

Whistleblower Program

The Whistleblower Act, enacted by the Washington State Legislature in 1982 and amended in 1999 and 2008, provides an avenue for state employees to report suspected improper governmental actions, under RCW Chapter 42.40.

The Legislative intent is to encourage state employees to report improper governmental actions. The law makes retaliation against people who file whistleblower assertions unlawful and authorizes remedies should it occur. The Washington State Auditor's Office investigates and reports on assertions of improper governmental actions. The Human Rights Commission has sole responsibility for investigating asserted retaliatory actions.

State employees may report improper governmental actions to the Washington State Auditor's Office or any state employee designated as a "public official." (See the definition of a public official below.)

Improper Governmental Action

An improper governmental action is defined as any action by an employee undertaken in the performance of an employee's official duties which:

Is a gross waste of public funds or resources;

Is in violation of federal or state law or rule, if the violation is not merely technical or of a minimum nature;

Is of substantial and specific danger to the public health or safety;

Is gross mismanagement; or

Prevents dissemination of scientific opinion or alters technical findings.

Improper governmental actions do not include personnel actions for which other remedies exist, e.g., appointments, promotions, transfers, assignments, reassignments, performance evaluations, employee grievances, and other personnel related complaints.

Public Official

A "public official" is defined as:

The director or equivalent in the agency where the employee works.

One of an appropriate number of individuals designated by the University President to receive whistleblower reports (see below).

The Attorney General's designee or designees.

The Executive Ethics Board.

WSU Public Officials

The following positions are designated as "public officials" for Washington State University:

Chancellor, WSU Tri-Cities

Chancellor, WSU Spokane

Chancellor, WSU Vancouver

Director, Internal Audit

Whistleblower

A "Whistleblower" is an employee who:

Reports an alleged improper governmental action to the State Auditor's Office or another public official, initiating an investigation; or

Is perceived by his or her employer as reporting an alleged improper governmental action to the State Auditor's Office or another public official, initiating an investigation, whether or not the employee made such a report.

Any current Washington state employee may report a suspected improper governmental action through the Whistleblower Program. This includes temporary employees, classified employees (civil service and collective bargaining unit), exempt employees (administrative professional and faculty), and elected officials.

Good Faith

Whistleblowers must file assertions in "good faith." In order to report in good faith, an employee may not knowingly report false, malicious, or frivolous information, recklessly disregard the truth, or omit relevant information. The identity of any person who, in good faith, provides information in a whistleblower investigation is kept confidential.

An employee must make a reasonable attempt to ascertain the correctness of the information furnished. Knowingly furnishing false information may make an employee subject to disciplinary actions.

STATUTE OF LIMITATIONS

A state employee must report the asserted action within a year of occurrence.

RETALIATION/INTERFERENCE

To encourage the reporting of improper governmental actions, employees are protected from retaliation by the provisions of state law. (RCW 42.40) See "Retaliatory Actions" below.

Employees may not use, or attempt to use, their official authority or influence to interfere with the right of an individual to disclose information to the State Auditor or other public official. "Use of official authority or influence" is defined as recommending, processing, or approving any personnel action such as an appointment, promotion, transfer reassignment, re-employment, performance evaluation, or other adverse action.

SUBMITTING A WHISTLEBLOWER ASSERTION REPORT

Directions for submitting a report of improper governmental action may be found at:

https://www.sao.wa.gov/EN/Audits/Whistleblower/Pages/Whistleblower.aspx

Employees may file reports of improper governmental action by one of the methods listed below:

Submit to Public Official

Submit a written report of assertion to the designated "public official" at the agency, who forwards the written report to the State Auditor's Office within 15 calendar days of receipt. See above for a list of WSU public officials.

Submit to State Auditor's Office

Submit a written report of assertion directly to the State Auditor's Office by:

• FAX: 360-586-3519

• E-mail: whistleblower@sao.wa.gov

• Web: https://www.sao.wa.gov/EN/Audits/Whistleblower/Pages/default.aspx

• Mail:

Washington State Auditor's Office
ATTN: State Employee Whistleblower Program
P.O. Box 40031
Olympia, WA 98504-0031

Written Report Requirements

Include the following information in the written assertion report:

A detailed description of the improper governmental action or actions;

The name of each employee who is involved in the alleged improper governmental action;

The identity of the agency, division and location where the action or actions occurred;

Details that may be important for the investigation, e.g., witnesses, documents, and evidence;

If known, the specific law or regulation that has been violated; and,

The name, home address, and contact telephone number of the person submitting the report (optional).

Employees may submit whistleblower reports anonymously.

The State Auditor's Office sends acknowledgment to the whistleblower within fifteen working days of receipt of the report. The acknowledgement states whether or not a preliminary investigation will be conducted.

State Auditor's Office Hotline

State employees may also utilize the State Auditor's Office Hotline to report government waste, inefficiency, and abuse. The Hotline is open to all citizens and government employees as a method to recommend ways to improve efficiency and report outstanding achievement and efficiency in government. The Hotline may be accessed by toll free number at 1-866-902-3900.

More information on the State Auditor's Office Hotline may be accessed at:

http://www.sao.wa.gov

INVESTIGATION

Investigative Powers

At any stage of the investigation, the State Auditor's Office may require by subpoena the attendance and testimony of witnesses and the production of documentary or other evidence relating to the investigation at any designated place in the state. The auditor may issue subpoenas, administer oaths, examine witnesses, and receive evidence.

WSU Coordinating Office

The WSU Office of Internal Audit coordinates University whistleblower investigations with the State Auditor's Office and central administrators. The Office of Internal Audit forwards investigation information to central administrators as the investigation progresses. If the State Auditor's Office holds an entrance and/or exit meeting with unit personnel, a representative of the Office of Internal Audit attends the meeting.

Investigation by WSU

If WSU consents, the State Auditor's Office may forward an assertion of improper governmental actions to WSU for investigation. WSU must perform a preliminary investigation and respond to the State Auditor's Office no later than 60 working days after receipt of the allegations from the State Auditor's Office.

During Investigation

WSU officials and employees are to cooperate fully in the investigation and take any necessary action to preclude the destruction of evidence.

Preliminary Investigation

Within 60 days of receipt of an assertion, the State Auditor's Office must conduct a preliminary investigation of the matter as the auditor deems appropriate.

If it appears that the matter is unsubstantiated and no further action or investigation is warranted, one of the following actions is taken:

If the whistleblower provides a contact address, the auditor notifies the whistleblower of the decision to take no further action, summarizing the deficiencies in the allegations.

If the whistleblower is anonymous, a decision to not conduct further investigation is subject to review by a three-person panel convened as necessary by a State Auditor's Office representative, a citizen volunteer, and a representative of the Attorney General's Office.

If further investigation is to occur, the state auditor must provide written notification of the nature of the assertions to the subjects and the agency head, i.e., the University's President.

Within 60 days after the preliminary investigation period, the auditor must complete the investigation and report the findings to the whistleblower, unless the state auditor furnishes written justification for the delay to the whistleblower, the President, and subjects of the investigation.

Obligation to Respond

Upon completion of investigation, the State Auditor's Office submits a written final draft report to WSU. Within 15 working days of receiving the report, WSU must submit a response to the State Auditor's Office, reporting any action taken regarding the allegations.

A representative of the Office of Internal Audit meets with unit personnel and verifies that the draft report is complete and accurate. The Office of Internal Audit gathers any additional information that may be pertinent to the investigation or to the response. The Office of Internal Audit prepares a draft response which is submitted to central administrators for review, comment, and/or approval. Upon approval, the Office of Internal Audit submits the formal response on behalf of the University to the State Auditor's Office. The State Auditor's Office's draft report may be revised based upon information provided by the University.

Final Report

The State Auditor's Office prepares a written final report that may include the WSU response. The final report is sent to the whistleblower, the President, and the subjects. The report is also available on the State Auditor's Office website at:

http://www.sao.wa.gov/

If the State Auditor's Office determines that there is reasonable cause to believe that an employee or employees engaged in improper governmental action, the State Auditor's Office forwards reports of such findings to the Governor, the Secretary of the Senate, and the Chief Clerk of the House of Representatives.

CONFIDENTIALITY

Although assertions of improper governmental action may be filed anonymously, providing a name and contact enables the auditor to contact the whistleblower for more information as needed in order to permit a thorough investigation.

Under state law, anyone who conducts a state employee whistleblower investigation must keep confidential at all times the identity and identifying characteristics of the whistleblower and any person who, in good faith, provides information for a whistleblower investigation, unless consent for disclosure is provided by written waiver.

PROTECTION

Whistleblowers, and employees who in good faith provide information in connection with an investigation, are entitled to protection from reprisal or retaliatory action as the result of their status as whistleblowers. If a whistleblower or an employee providing information for a whistleblower investigation believes he or she has been the subject of retaliatory actions as a result of filing a report of improper governmental action or providing information, the whistleblower or employee may file a claim with the Washington State Human Rights Commission. To access the online claim form, select the Complaint Process link on the Human Rights Commission website at:

http://www.hum.wa.gov

Retaliatory Actions

Reprisal or retaliatory action includes, but is not limited to:

Denial of adequate staff to perform duties,

Frequent staff changes,

Frequent and/or undesirable office changes,

Refusal to assign meaningful work,

Unwarranted and unsubstantiated letters of reprimand and/or unsatisfactory performance evaluations,

Demotion,

Reduction in pay,

Denial of promotion,

Suspension,

Dismissal,

Denial of employment, or

Supervisor or superior encouraging coworkers to behave in a hostile manner toward the whistleblower.

NOTIFICATION OF PROCEDURES

Pursuant to RCW 42.40.070, WSU employees are notified each year of the procedures and protections under the Whistleblower Act. The annual notice includes a list of WSU public officials authorized to receive whistleblower reports. The Office of Internal Audit initiates the annual notice process.

30.30_Nonservice_Pay_Authorization.htm

Posted in:FINANCE

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Nonservice Pay Authorization forms authorize disbursements to individuals who are not obligated to provide services to WSU in exchange for the payments.

University officials may not require services in exchange for nonservice disbursements.

Recipients may not have a related employment relationship with the University while receiving nonservice payments.

Recipients may not teach credit courses or receive WSU benefits in exchange for nonservice pay.

Individuals with service responsibilities to the University should be appointed as University employees. Such individuals are not to receive nonservice pay for personal services provided to the University.

Nonservice Pay Authorizations may not be used to process student scholarships. See 30.90 for departmental scholarship procedures.

Recipients

Typical recipients of nonservice pay include nonstudents with fellowships, traineeships, and internships.

Questions

Direct questions regarding nonservice pay to the appropriate dean or director.

Direct questions regarding the appropriateness of nonservice pay to the Coordinator of Operations and Records in Human Resource Services or the Director of Human Resource Services.

Direct questions regarding nonservice pay procedures to the Accounts Payable Section of the Controller's Office.

Refer to 60.01 for information regarding personal services.

PROCESS SUMMARY

The submitting department prepares a Nonservice Pay Authorization form to establish the payment schedule.

Routing

The department routes the original to Accounts Payable and a copy to Financial Aid, and retains two copies. The originating department files one copy and gives the recipient a copy.

Accounts Payable

Accounts Payable processes payments for fellowships, traineeships, internships, and other nonservice programs. Payments are not subject to federal withholding tax or social security tax. (The recipient may be liable for federal or state income tax on these funds.)

NONSERVICE PAY AUTHORIZATION FORM

Form Supplies

Nonservice Pay Authorization forms are available by printing or completing and printing the blank master form on 30.30.6.

Completion Instructions

The following instruction numbers are keyed to the sample in the PDF version of 30.30.3. Sections not described are considered self-explanatory.

Control Number and Date (1)

Enter a sequential departmental control number which is a reference number for the documented transaction. Enter the date the form is prepared.

Name (2)

Enter the recipient's name using coding conventions in 90.75.

Address (3)

Accounts Payable mails the check to the indicated address.

Changes

If the recipient changes the mailing address, he or she must also notify the department and Accounts Payable.

Other Information (4)

Include the individual's WSU identification number or social security number.

Indicate whether or not the individual is a U.S. citizen. If not a U.S. citizen, indicate the visa type.

Action Requested (5)

Check all actions that apply.

Begin

Authorizes nonservice payments to an individual not currently employed by WSU.

NOTE: If the nonservice pay recipient is ending a formal employment relationship with the University at the time nonservice pay begins, so specify in Comments and route a copy of this form to Payroll.

Extend

Extends or otherwise changes the period of the authorization.

Revise

Changes any of the data on the current Nonservice Pay Authorization.

End

Stops a Nonservice Pay Authorization before the final date of the authorization.

NOTE: If the nonservice pay recipient is beginning a formal employment relationship with the University at the time nonservice pay ends, so specify in Comments and route a copy of this form to Payroll.

Other

Specify any other communication or action requested in the Comments block.

Dates Authorized (6)

Specify the dates of this authorization. Prepare a separate form for each year if the fellowship, internship, or traineeship is for more than one year.

Amount Authorized (7)

Indicate the amount authorized for the specified period.

Organization Information (8)

Specify the department administratively responsible for the program. If the recipient is a WSU employee, also indicate his or her employing department.

Include the WSU organization number under WSUORG No. See 10.05 for a description of WSUORG.

Include the mail code of the responsible department.

Disbursement Plan (9)

Prepare a disbursement plan for the period. Include the account code, the amounts to be disbursed, the disbursement period, and disbursement dates.

Actual Expense

If the amount authorized is for actual expenses incurred by the recipient, e.g., books, indicate "actual" on the form and submit receipts.

Limits

Specify any limits on the expenditure.

Disbursement Date

The disbursement date is the first working day of the month. This may be a prepayment or a payment for the previous month.

A department may set another disbursement date only if there is a compelling reason. A different disbursement date requires extra effort for the Controller's staff. The department is to obtain advance approval from Accounts Payable if a different disbursement date is required.

Contact Employee (10)

Specify someone who can answer questions about the action including a telephone number and e-mail address (if available).

Authorization (11)

Obtain the signature of the recipient of the disbursement.

Obtain the signature of an official with expenditure authority for the supporting account(s) as the approving administrator. See 70.02 for a description of expenditure authority.

Departments and colleges may require that chairs, deans, or directors approve Nonservice Pay Authorizations. This is not a University requirement.

DISBURSEMENT

Submit the Nonservice Pay Authorization to Accounts Payable by the 15th of the month for a first-of-the-month disbursement.

Disbursement Plan Changes

If the disbursement plan changes, the originating department prepares and submits a revised Nonservice Pay Authorization.

Series of Payments

If there is a series of payments to be made to a recipient, Accounts Payable schedules the payments in accordance with the plan indicated on the Nonservice Pay Authorization.

NOTE: Immediately notify Accounts Payable if disbursements are to be discontinued prior to the date indicated on the spending plan. If Accounts Payable makes payments which should not be made due to lack of notification, the department is responsible for recovery of the improper payments.

Holding a Check

Departments may request that a check be held and not mailed to the recipient. In such cases, a departmental representative picks up the check in the Controller's Office. This may be necessary if there is a need to process the check in some special way for the recipient. Holding checks requires extra effort by the Controller's staff and should be requested only when necessary.

See the PDF form:
30.30.6: Nonservice Pay Authorization
Complete and/or print as needed

30.90_Departmental_Scholarships.htm

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POLICY

University departments are responsible for processing scholarships (i.e., any funds distributed to students other than wages) through the Office of Scholarship Services.

Statutes

Federal statutes require that such monies be considered a portion of a student's total financial aid package.

Departmental Awards

University departments award scholarships to students in accordance with the requirements of this section.

Supporting Accounts

Departmental scholarships are supported by donated funds in program 17A. A scholarship may be supported by a dedicated scholarship account or by a departmental or college discretionary account. Disbursement of scholarship money must be in accordance with the terms of the Establishment of Fund document for the account. See 30.75 for more information.

Scholarship Management

University departments manage departmental scholarships. The responsible department ensures that the scholarship is appropriately authorized. Within the limits of the Establishment of Fund, the department also sets scholarship priorities and determines the amount of each scholarship.

AUTHORIZATION

A University department completes and routes a Departmental Scholarship Authorization form to authorize disbursement of scholarship monies.

Obtain blank copies of the form by completed and/or printing the master on 30.90.4.

Form Completion

The explanation below provides completion information for certain form sections. Most form sections are self-explanatory.

Scholarship Name

Enter the scholarship name exactly the way it appears on the documentation establishing the scholarship. Contact the WSU Foundation's Finance and Gift Accounting division for exact wording; telephone 335-1686.

Award Semesters

Indicate by semester how the scholarship is to be distributed.

Special Instructions

Part-Time or Not Enrolled

If the recipient is not enrolled or is enrolled for less than 12 credit hours, so indicate in Special Instructions. Generally, scholarship funds are not credited to a potential recipient's account if that person is enrolled for less than 12 credit hours.

If the recipient is not enrolled, indicate the recipient's current mailing address in Special Instructions.

Revision Forms

Provide an explanation in Special Instructions if this form is a revision of or supersedes a previous authorization for the same recipient for the same semester.

Expenditure Authority

The form must be signed by an employee who has been approved to authorize expenditures supported by the indicated account (Budget-Project). See 70.02.

Routing

Currently Enrolled Students

If the recipient is a currently enrolled student, route the form to Scholarship Services at mail code 1069.

Recipient Not Enrolled

If the recipient is not currently enrolled, route the form to WSU Foundation-Finance and Gift Accounting at mail code 1927. Finance and Gift Accounting reviews the Establishment of Fund document for the supporting account to ensure that the fund disbursement is appropriate.

Deadlines

If the scholarship is to be distributed during fall semester schedule pickup, submit the completed and authorized form to Scholarship Services prior to July 1. Submit forms for spring semester awards by December 15.

DISBURSEMENT OF FUNDS

Student Scholarships

Scholarship funds are credited to a student's University account after any necessary adjustments are made to the student's financial aid.

After amounts owed the University on the student's account are deducted, Student Accounts generates a check. (NOTE: A student may owe the University for tuition, fees, short-term loans, fines, housing and food, or other charges.)

Check Distribution

Departments may not pick up scholarship checks. Checks are distributed as follows.

WSU Pullman Students

Students enrolled at WSU Pullman pick up scholarship checks at the Student Accounts window in French Administration 342. Student Accounts issues checks during schedule pickup or on the scheduled check release date.

Other Students

Student Accounts mails scholarship checks for students enrolled at other WSU campuses to that campus for distribution.

Other Recipients

Accounts Payable mails checks to recipients who are not enrolled. (Enter the recipient's mailing address in Special Instructions.)

Ceremonial Presentations

Departments wishing to make awards at banquets or other functions should prepare ceremonial certificates or facsimile presentation checks to give to recipients.

See the PDF form:
30.90.4: Departmental Scholarship Authorization
Complete and/or print as needed

30.75_Gift_Accounts.htm

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ADMINISTRATION

Many University colleges and departments administer gift accounts for collection and expenditure of cash gifts and gift-related revenues.

Activities

Gift accounts may be established to support a variety of University activities. The following activities are frequently supported by gift accounts:

Scholarships, fellowships, and student loans

Research

Lectureships

Capital improvements

Distinguished professorships and chairs

Revenues

Revenues to gift accounts may include the following:

Gifts to the University. See 30.70 for a definition.

Revenue from the sale of donated properties.

Revenue from the rental of donated properties.

Revenues to gift accounts may not include the following:

Money from the sale of University-owned supplies, services, or equipment.

Revenue from the sale or rent of any property originally purchased with state of Washington or federal funds.

Revenue from University self-sustaining operations and service centers.

Recoveries of expenditures (unless the original expenditure was from a gift account or the recovery is specifically permitted by University policy, e.g., third-party travel reimbursements).

Monies from grant or contract sponsors. See 40.04 to establish a sponsored account.

Types of Accounts

A gift account may be one of three types: expendable, endowment, or quasi-endowment.

Endowment, Quasi-Endowment

Endowment and quasi-endowment accounts rely upon income derived from invested principal to support University functions. Contact the Gift Accounting division of the WSU Foundation for more information regarding these accounts.

Expendable Accounts

Expendable accounts may be restrictive or discretionary.

Restrictive

The donor defines allowable uses of a restrictive account, e.g., scholarships for specified groups, research for stated purposes.

Discretionary

Discretionary accounts may be used for a broad range of purposes. Allowable uses of discretionary accounts are explained in 70.33.

Offices

Gift Accounting

Gift Accounting establishes gift accounts and processes the receipt and acknowledgment of gifts.

WSU Foundation

The Washington State University Foundation promotes, accepts, and manages private gifts to the University.

ESTABLISHING A GIFT ACCOUNT

The Office of Gift Accounting and the Controller's Office establish gift accounts in program 17A.

A new expendable gift account must have a minimum balance of at least $5000 and evidence of continued funding.

Establishment of Fund Form

The Establishment of Fund defines the types of expenditures which are allowable from the account.

To establish a gift account, the dean or departmental administrator contacts the college development officer. The college development officer provides the administrator with the appropriate Establishment of Fund form. The administrator completes the Establishment of Fund form, entering the following information:

Name of department or college.

Proposed name of the fund or account, e.g., Harry Fletcher Scholarship Fund.

Uses and purposes of the fund as defined by the donor. Include all pertinent correspondence from the donor.

Name of the administrator of the fund. Usually this is a vice president, college dean, or a department chair. Additional departmental personnel may be delegated expenditure authority for the fund. See 70.02.

The administrator routes the form to Gift Accounting at campus mail code 1927.

The President of the WSU Foundation or designee reviews and approves the document.

Form Distribution

The Office of Gift Accounting retains the original and routes copies to the donor, the Controller's Office, the WSU Foundation, and the administrating department.

GIFT TRANSMITTAL

See 30.70 to report or transmit a gift to the Office of Gift Accounting.

Gift Report

A college may obtain a Gift Report from the Gift Accounting donor alumni database for the college's development office. The report summarizes all gifts to the college processed by Gift Accounting for the specified date range. Direct questions regarding this report to Gift Accounting.

PURCHASING

See 70.33 to make purchases supported by discretionary accounts.

30.70_Gift_Transmittal.htm

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ROUTING GIFTS

University departments route all gifts from private sources to the Gift Accounting division of the WSU Foundation for acceptance, deposit, receipting, and acknowledgment. If the responsible college or area has a development office, the department submits all gifts to the development office. The development office then routes gifts to Gift Accounting.

Gift Accounting processes monetary gifts and noncash gifts (tangible items, e.g., equipment). Each gift category is processed on a different form. See below for procedures and forms for submitting monetary or noncash gifts.

The department or the development office must route the applicable forms with the gifts to Gift Accounting.

Exception (Planned Gifts)

Planned gifts (e.g., estates) may be cash or noncash. For planned giving, contact the Gift Planning division of the WSU Foundation.

GIFTS DEFINED

Gifts have all of the following characteristics:

The contribution is from a private individual or a non-governmental source and there are no contractual terms and/or conditions.

The donor specifies that the contribution is to be a charitable gift.

The donor places reasonable conditions or stipulations on the intended use of the gift. The conditions or stipulations must direct the funds to areas such as scholarships, capital improvements, the University's endowment fund, or general research of specific interest to the donor, etc.

The donor intends the gift to be irrevocable and, therefore, relinquishes the right to reclaim the gift or any unused remainder.

The donor makes the donation to the University without the expectation of direct economic benefit or other tangible benefit commensurate with the worth of the gift. Indirect benefits are not sufficient to negate the gift. Indirect benefits include tax advantages, business or personal goodwill derived from close association with the University, and miscellaneous benefits derived from the donor club status.

Not Included as Gifts

Gifts to the University do not include sponsored project solicitations. To determine whether or not a contribution is considered a sponsored project solicitation or a gift solicitation, contact Gift Accounting for information.

If a contribution is determined not to be a gift, submit it to the Office of Grant and Research Development (OGRD) for review, approval, and processing.

Types of Gifts

The term, "gift," may apply to any of the following:

Cash (currency, coin, checks, money orders, credit card transactions, electronic funds transfers, etc.)

Securities (stocks, bonds, etc.)

Tangible noncash gifts (books, equipment, art treasures, coin collections, etc.)

Real property (homes, farms, etc.)

Mineral rights (oil wells, etc.)

Deferred arrangements (life income, contracts, unitrusts, etc.)

Wills, bequests and devises.

QUESTIONS

Address questions regarding acceptance and management of gifts to the college development officer, Gift Accounting, or the WSU Foundation.

TRANSMITTING GIFTS

Departments or development offices must complete and attach an appropriate gift transmittal form with each gift transmitted to Gift Accounting. NOTE: There are separate forms for cash and noncash gifts. See below.

See below for form instructions and below for routing instructions.

Cash and Checks

Donors should be encouraged to make checks payable to the WSU Foundation. If a check is made payable to the University, a department, or college, the check must be endorsed by the recipient office before it is transmitted to Gift Accounting.

Departments or development offices are responsible for transmitting donated cash and checks to Gift Accounting within 24 hours of receipt. Gift Accounting is located at the Town Centre Building, Suite 201, in downtown Pullman.

WSU Pullman departments or development offices must hand-carry all deposits to Gift Accounting or to one of the following Gift Accounting daily courier drop-off sites:

Northwest Public Radio and Television
Murrow 382-H

Presidentâs Office
French Administration 422

Athletics Development Office
Bohler Gym 140-A

Non-Pullman departments or development offices must hand-carry all deposits to Gift Accounting in Pullman or to one of the courier pickup locations at the WSU Spokane, WSU Tri-Cities, WSU Vancouver, or ICN Spokane campuses. See 80.18 for a list of courier pickup locations.

Courier Service Process

To ensure proper accountability, departments or development offices dropping off deposits to any of the courier services locations, including those at the regional campuses, must follow the procedures below.

Envelope and Insert

Place donated checks, cash, and accompanying gift transmittal forms with a completed Courier Service Insert slip into an envelope and seal the envelope. The envelope may include multiple gifts. Enter the total of all gifts in the envelope in Overall Total Enclosed on the Courier Service Insert.

Print the form master on 30.70.18 to obtain copies of the Courier Service Insert slips. See the PDF version of page 30.70.3 for an example of the Courier Service Insert slip.

Drop-Off Site

Upon arrival at one of the courier drop-off sites, the department representative enters the following information on the log sheet:

His or her name,

Signature, and

Date and time the deposit envelope is dropped off.

Print the form master on 30.70.19 to obtain log sheet. See the PDF version of page 30.70.4 for an example of the drop-off site log sheet.

The drop-off site representative gives a signed receipt to the department representative acknowledging the acceptance of the deposit envelope. (See the PDF version of page 30.70.4 for an example of the drop-off receipt.)

The receipt verifies the following information:

Drop-off site representative name,

Drop-off site representative telephone,

Date of drop-off, and

Courier site location.

The department retains the signed drop-off receipt with the department's gift transmittal and courier service insert copies.

Print the form master on 30.70.20 to obtain copies of the Drop-Off Receipts.

Courier Pickup

Upon arrival, the courier completes the bottom of the log sheet with his or her name, signature, and the date and time the deposits are picked up. The courier brings the log sheet and the sealed gift envelopes directly to Gift Accounting for processing.

Records Retention

Retain a copy of the courier process documentation with the department's gift transmittal copies. See below.

Electronic Funds Transfer

Donors may arrange to send gifts by authorizing an electronic funds transfer directly from the donor's bank to the WSU Foundation.

Donors complete a Gift Electronic Funds Transfer Authorization form and submit it to the WSU Foundation to authorize electronic payment. Obtain copies of the form by completing and/or printing the PDF master form on 30.70.17.

Payroll Deduction

A University employee may submit a Gift Payroll Deduction to Gift Accounting to authorize a one-time or ongoing gift. Complete and/or print the PDF master on 30.70.16 to obtain copies of the form.

Noncash Gifts

Contact the college development officer or Gift Accounting for further information concerning acceptance and transmittal of noncash gifts. Noncash gifts are defined as donated items of personal property which may either further the mission of the University or may be converted to cash. The most common forms of noncash gifts include, but are not limited to, works of art, books, equipment, software, furniture, and real estate.

GIFT TRANSMITTAL AND ACKNOWLEDGMENT FORMS

Departments are to complete and submit the appropriate gift transmittal form based on the category of the gift being donated:

Monetary Gifts

For monetary gifts, departments are to submit a completed Gift Transmittal and Acknowledgement form. Complete and/or print the PDF master form on 30.70.10 as needed. See below for instructions.

NOTE: To process cash gifts, departments use the Gift Transmittal and Acknowledgment form and procedures. For cash deposits which are not gifts, see 30.53.

Multiple Gifts

To process multiple monetary gifts accepted at golf tournaments or auctions, departments may complete and submit the Golf Tournament Gift Transmittal on 30.70.12 or the Auction Bid Gift Transmittal on 30.70.13.

Noncash Gifts

For noncash gifts, departments are to submit a completed Noncash Gift Transmittal and Acknowledgement form. Complete and/or print the PDF master form on 30.70.11 as needed. See below for instructions.

Multiple Gifts

To process multiple noncash gifts accepted at auctions or other fundraising events, departments may complete and submit the Auction Item Gift Transmittal on 30.70.14 or the Noncash Multiple Gift Transmittal on 30.70.15.

Planned Giving

For planned giving (e.g., estates, trusts), departments are to work directly with the Gift Planning division of the WSU Foundation.

Questions

Address questions about the gift transmittal and acknowledgment forms to the college development office or Gift Accounting.

Gift Transmittal Completion Instructions

Follow the guidelines below for completing the Gift Transmittal and Acknowledgment form on 30.70.10. Self-explanatory sections are not described.

Donor ID Number

Enter the WSU-assigned donor identification number if it is available.

Donor Name

Enter the donor's full name, including middle name or initial. When more than one person is listed on the check, enter the name of the person signing the check (primary donor).

Spouse Name

If the name of a spouse of the primary donor is shown on the check, enter the name. The spouse's name is used for the joint salutation.

Company Name

Enter the company's full name only if the gift is from a company.

Acknowledgment Person/Title

Enter the name of the individual who is to be acknowledged for the gift. This person does not receive gift credit for the donation.

Enter the title of the contact person. This entry is important for gift entry and acknowledgment.

Zip Code

Enter the five-digit USPS zip code. Enter a plus-four zip code if it is available.

Associated Credit Name

If the gift is from a company, enter the name of an individual having a bona fide affiliation with the company (e.g., owner, CEO, or person with some control over company funds).

If the associated individual does not have a bonafide affiliation, enter her or his name under Acknowledgement Person/Title.

Associated Credit Title/Affiliation to Company

Enter the title of the individual named under Associated Credit Title/Affiliation to Company.

Account

Enter the budget and project number(s) of the recipient gift account(s).

Account Not Established

If an account has not yet been established to receive the gift, enter "new" in the account field.

Follow the procedures in 30.75 for establishing gift accounts.

Gift Amount

Enter the donation amount next to the designated recipient account.

Solicitation Type

Indicate the type of solicitation that resulted in the gift.

Transaction Type

Indicate the type of donation transaction; e.g., gift, pledge payment.

Payment Type

Indicate the payment method used for the gift.

Appeal Code

Enter the appeal code assigned by Gift Accounting.

Anonymous

Check this box if the gift is given anonymously.

Note in Special Instructions for Cash Gifts any details regarding the level of anonymity.

In Memory/Honor Of

If applicable, check the appropriate box and provide the name of the person in whose memory or honor the gift is given.

Bankcard Information

If a bankcard is used for the gift, enter all requested information.

Special Instructions for Cash Gifts

Enter any special instructions.

Noncash Gift Transmittal Completion Instructions

Follow the guidelines below for completing the Noncash Gift Transmittal and Acknowledgment form on 30.70.11. Self-explanatory sections are not described.

Paperwork Check-Off List

Check off each item as completed for submittal with the noncash gift.

All Noncash Gifts

Submit the following with all noncash gifts:

Noncash Gift Transmittal and Acknowledgment

Donor correspondence mentioning gift

Itemized price list or receipts

Packing slip or proof gift was received (e.g., photocopy of item)

Gifts Valued at $5,000 or Above

Also submit the following with gifts valued at $5,000 or above:

Third party (i.e., independent of WSU) appraisal with appraiser qualifications.

If specialized (e.g., only manufactured by the donating company), attach a published pricelist from the website, publication, or magazine showing the price of each item.

Gifts Valued at $100,000 or Above

With gifts valued at $100,000 or above, also submit a completed Noncash Agreement form. Contact Gift Accounting to obtain a copy of this form.

Donor ID Number

Enter the WSU-assigned donor identification number if it is available.

Donor Name

Enter the donor's full name, including middle name or initial.

Spouse Name

Enter the spouse's name, which is used for the joint salutation.

Company Name

Enter the company's full name only if the gift is from a company.

Acknowledgment Person/Title

Enter the name of the individual who is to be acknowledged for the gift. This person does not receive gift credit for the donation.

Enter the title of the contact person. This entry is important for gift entry and acknowledgment.

Zip Code

Enter the five-digit USPS zip code. Enter a plus-four zip code if it is available.

Associated Credit Name

If the gift is from a company, enter the name of an individual having a bona fide affiliation with the company (e.g., owner, CEO, or person with some control over company funds).

If the associated individual does not have a bonafide affiliation, enter her or his name under Acknowledgement Person/Title.

Associated Credit Title/Affiliation to Company

Enter the title of the individual named under Associated Credit Title/Affiliation to Company.

Account

Enter the budget and project number(s) of the recipient gift account(s).

Gift Value

Enter the value of the donation next to the designated recipient account.

Date of Gift

Enter the date WSU actually received the gift.

New or Used

Indicate whether the donated product is new or used.

If the donated product is used, indicate whether the value given is the cost of an equivalent new or used product.

Solicitation Type

Indicate the type of solicitation that resulted in the gift.

Purpose

Indicate the purpose, or nature, of the gift: software or equipment.

Software

If the gift is software, the department must attach a copy of the package with the product numbers and the number of copies received to the gift transmittal form.

Software License

If the gift is a software license, the department must attach a copy of the license agreement to the gift transmittal form.

Educational Discount

Check the appropriate box and if applicable, provide the amount of the educational discount the vendor provides for an equivalent new product.

Anonymous

Indicate whether or not the gift is given anonymously.

Note in Additional Information any details regarding the level of anonymity.

Brief Description of Items

Provide a brief description of the donated items for donor acknowledgement and receipt purposes.

Acknowledgment Instructions

Provide any additional information concerning gifts of $1,000 or more to assist WSU Foundation Donor Relations with writing gift acknowledgement letters to the donors.

Routing (All Gift Transmittals)

Send the original to Gift Accounting and retain a copy in departmental files.

Records Retention

Retain records of the entire gift transmittal process, including courier service, in accordance with University records retention rules. See 90.01.

Donor's Correspondence

Send pertinent donor's correspondence to Gift Accounting with the Gift Transmittal and Acknowledgment and the gift. This includes any correspondence which states how the gift is to be used.

See the PDF forms:
30.70.10: Gift Transmittal and Acknowledgment
30.70.11: Noncash Gift Transmittal and Acknowledgment
30.70.12: Golf Tournament Gift Transmittal
30.70.13: Auction Bid Gift Transmittal
30.70.14: Auction Item Gift Transmittal
30.70.15: Noncash Multiple Gift Transmittal
30.70.16: Gift Payroll Deduction
30.70.17: Gift Electronic Funds Transfer Authorization
30.70.18: Courier Service Inserts
30.70.19: Gift Accounting Log Sheet
30.70.20: Drop-Off Receipts
Complete and/or print as needed.

60.25_PERMS.htm

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POLICY

Administrative units are to use the Personnel/Position/Payroll Electronic Routing Management System (PERMS) to authorize personnel actions and communicate employment status to Human Resource Services, Payroll Services, and other central offices. PERMS transactions do not establish or alter employees' position descriptions or contracts with the employer, Washington State University. Departments are responsible for ensuring that the information entered into PERMS matches employees' position descriptions and employment contracts.

PERMS is used to perform actions for faculty, adjunct faculty, administrative professional employees, civil service employees, graduate assistants, and employees covered by collective bargaining unit agreements.

For purposes of this section, civil service and collective bargaining unit employees are referred to as classified employees.

PROCEDURES OVERVIEW

This section provides the following procedures regarding use of the PERMS to process personnel actions.

General instructions (see below)

Entry of key field data in Campus Community (see below)

Instructions for completing specific fields:

Employee select/search fields (see below)
Employee add/change fields (see below)
Appointment add/change fields (see below)

Approvals and routing instructions (see below)

Manual processing of personnel actions (see below)

PERMS User Manual

For more detailed instructions, see the PERMS User Manual, available on the PERMS website at:

https://webapps.wsu.edu/ais/perms/permsmaster/permswelcome.aspx

Temporary Employees

Use the Temporary Employment System (TEMPS) and procedures to authorize personnel transactions for faculty timecard and other temporary (hourly) employees. See 60.26, 60.27, and 60.42.

Nonservice

Use a Nonservice Pay Authorization to process nonservice pay or compensation. See 30.30.

GENERAL INSTRUCTIONS

Confidential Information

PERMS includes confidential information (e.g., social security number). Use discretion in all phases of processing, including the retention and disposal of any printouts. See 90.01 for confidential records disposal instructions.

Deadlines

Comply with the deadlines on the Payroll Documents Schedule. See 55.04.

Allow Human Resource Services and other processing offices as much extra time as possible, especially during periods of peak activity, i.e., the beginning of each semester and summer session.

Approval and Training

To access, enter, and approve information in the PERMS system, employees must attend training and obtain approval from the department chair or director and Human Resource Services (HRS) on a PERMS Access Request form. No training is required for approval only of personnel actions; however completion of a PERMS Access Request form is still required. Contact HRS for more information.

Accessing PERMS

To access PERMS, go to:

http://hrs.wsu.edu

Select Resources, then
Select Access to HR Systems

or go to the PERMS log-in webpage at:

https://webapps.wsu.edu/ais/perms/permsmaster/permswelcome.aspx

Sign in with Network ID and password.

Enter all pertinent information as prompted at each screen.

Corrections

The department must submit corrections made to previously-approved PERMS transactions through the approval routing process. See below.

NOTE: An error on a PERMS transaction does not alter a contractual arrangement between an employee and the University. The department must promptly correct any error discovered in a PERMS transaction.

Information Sources

Obtain employee information from the candidate's application, the employee's previous PERMS transactions, Personnel Action Forms, Payroll Expenditure Audit Reports, Position Actions, the online DEPPS Administrative Information Services (AIS) application, or directly from the employee.

Codes

Several fields require coded input. To view codes, refer to the dropdown code menus available through PERMS.

Graduate Assistants

Contact the Graduate School to confirm the appropriate title code for a graduate assistant position. Waivers which are applicable to some graduate assistant positions vary based upon the assigned title codes. (See below.)

Dates

Record dates using one of the following methods:

Enter number for month, day, and year with dashes (MM-DD-YY), i.e., 05-22-09 for May 22, 2009;

Enter number for month, day, and year without dashes (MMDDYYYY), i.e., 05222009 for May 22, 2009; or

Select the date from the dropdown calendar.

Campus Community

Campus Community is the core information module within the student and personnel information system (zzusis) where all person and external organization records are created, stored, and accessed. Campus Community is accessed through the zzusis portal at:

https://portal.wsu.edu/

KEY FIELDS (CAMPUS COMMUNITY)

To create an initial employee record and/or appointment in PERMS, the department first creates a person record in Campus Community. In order for critical biographical data to flow correctly into the Administrative Information Services (AIS) system, the department must enter the following data elements into Campus Community:

First and last name,

Mailing address,

Social security number,

Gender,

Date of birth, and

Immigration status (non-U.S. citizens only).

NOTE: If data is missing or an error is made in any of these fields, the department must first enter the data or correct the error in Campus Community before PERMS allows creation or completion of the employee record and/or appointment.

For detailed instructions for all fields in Campus Community, refer to the zzusis Training section within the portal at:

https://portal.wsu.edu/

Select Main Menu, then
Select zzusis Training-->Campus Community.

Social Security Number or WSU ID Number

Payroll must have a social security number on file in order to issue a salary payment. (See also below regarding verification of citizenship status.)

Campus Community assigns a WSU ID number when a new employee is appointed, if a number is not already designated for the individual.

Obtaining Social Security Number

For a new employee, obtain the social security number from the employee's social security card.

If a new employee is unable to provide a social security number (SSN), direct the employee to the local Social Security Office. The employee is to request a receipt to show that he or she has applied for a social security card and number.

Changes to SSN

To add or correct a social security number, the employee takes her or his social security card to the Payroll Services office, French Administration 236, or submits a legible copy of the card to Payroll Services by interdepartmental mail; mail code 1024. The name and social security number on the copy must be readable. See also 55.05.

WSU ID Number

For current employees, obtain the WSU ID number from a previous PERMS transaction, DEPPS, Personnel Action Form, Payroll Expenditure Audit Report, or other document in the employee's personnel file.

Name

For new employees, enter the employee's full name using coding conventions found in 90.75. For current employees, enter the full name: last name, first name, and middle name. Do not enter nicknames.

Name Changes

For name changes, direct employees to Payroll Services, French Administration 236. See 90.75.

Gender and Date of Birth

The department enters the employee's gender and date of birth for initial employment transactions only. Completion of the gender and date of birth fields is required.

Explanation

Enter month, day and year (MM-DD-YY or MMDDYYYY), e.g., 12-31-65 or 12311965, or select the date from the dropdown calendar.

Corrections

Correct a birth date by routing a memorandum to Payroll Services with a copy of a legal document showing proof of date of birth.

Immigration Status

Complete this field for initial employment PERMS transactions for non-U.S. citizens. For changes to immigration status, the Office of International Students and Scholar Services submits the applicable documents to HRS.

Explanation

Enter a U.S. Citizenship and Immigration Services Code (USCIS Code). See the code listing in 60.05.

Employees who are aliens inform the employing department and Payroll Services of their immigration status when appointed and of any subsequent changes to that status.

Refer to 60.05 for definitions of USCIS codes. NOTE: Since DEPPS limits the number of characters for immigration codes to two characters, the immigration codes as available in PERMS and DEPPS may appear different than the official USCIS codes.

PERMS FIELD INSTRUCTIONS

The following pages include detailed instructions for each changeable field in PERMS.

Fields become available for changes based upon the assigned action. Refer to the field instructions below, the applicable samples in the PDF version of pages 60.25.6, 60.25.9, and 60.25.15, and the screen prompts in PERMS for the type of employee and action involved.

Employee Select/Search

WSU ID or Social Security No.

Enter the WSU ID or social security number under either the Appointment or the Employee Display screens or the Appointment Add/Change/Route screen.

Employee Add/Change

Highest Education Level

To enter or change the employee's highest degree earned, select the description from the Highest Education Level dropdown listing on the PERMS Add/Change Employee Data screen that represents the employee's highest degree.

Enter the year the degree was awarded.

Highest Education Level Choices:

No academic credential

Grade school

Some high school

High school diploma or equivalent

Trade certificate

Some college

Associate's degree

Bachelor's degree

Master's degree

Professional degree

Other doctorate (e.g., Dr. of Educ. or DVM)

Ph.D.

Add or Correct Degree

To add or correct a degree:

Select Employee Add/Change.

Search for employee by using the WSU ID, SSN, Name Search, Position Number, or Organization Number.

Update the Highest Education Level by choosing from the dropdown menu.

Enter the year awarded under Yr Degr Awarded.

Previous WSU Service?

Complete this field for reappointment PERMS transactions only.

Explanation

Select Yes or Leave blank. Yes means that the individual has previously held a WSU appointment, i.e., classified, administrative professional, or faculty. A period of time must separate the previous appointment from the current appointment.

If selecting Yes, PERMS sends an e-mail notification to HRS.

Not Previous WSU Service

Do not indicate that the employee has previous WSU service for promotions, transfers, or other continuing employment.

Temporary (hourly) employment, graduate appointments, and adjunct appointments are not considered previous WSU service in this context.

Previous State Service?

Complete this field for initial employment or reappointment PERMS transactions only.

Explanation

Select Yes or Leave blank. Yes means that the employee was employed by another state of Washington agency or institution of higher education.

If selecting Yes, PERMS sends an e-mail notification to HRS. HRS requests leave information from the former state employer and routes copies of the response to the department. See 60.19.

Not Previous State Service

Temporary (hourly) employment, graduate assistantships, and adjunct appointments are not considered previous Washington state service in this context.

Veteran Status

Complete this field for initial employment or reappointment PERMS transactions. NOTE: This field is not displayed after the initial employment or reappointment PERMS transaction is submitted. The department must refer any future changes in veteran status to the Office for Equal Opportunity.

Explanation

Select the Veteran Status from the dropdown menu on the Add/Change Employee Data screen. (See below and the example in the PDF version of 60.25.6.)

Veteran Status:

Disabled

Not indicated

Other protected veteran (includes recently separated and Armed Forces Service Medal veteran)

Vietnam era veteran

Nonveteran

U.S. Citizen

Complete this field for initial employment PERMS transactions.

NOTE: If the employee is not a U.S. citizen, select the Country of Citizenship from the dropdown menu on the Add/Change Employee Data screen. (See the example in the PDF version of 60.25.6.)

Country of Citizenship

Complete this field for initial employment PERMS transactions for non-U.S. citizens. See 60.05.

Date I-9 Signed

PERMS displays the date the I-9 is signed or if an I-9 must be completed PERMS displays "Not on File" in the field.

Reappointment

If an employee is reappointed three years after her or his previous hire date and a new I-9 is required, PERMS displays the message, "IMPORTANTâI-9 Expired!"

If an employee is reappointed within three years of his or her original hire date, PERMS displays the message, "IMPORTANTâReverification Required!"

Eligible for Employment

The I-9 form verifies employment eligibility as a U.S. citizen or a work-authorized alien. See 60.04 and 60.05.

Explanation

Call HRS or query the DEPPS online application to see if a new I-9 must be filed or if the I-9 on file requires updating or reverification. (To query DEPPS enter QEMP on the command line, enter WSU ID number to view the employee screen, and at the employee screen command line type I9.)

Appointment Add/Change

Home Department No.

This number represents the employee's home department. Personnel and payroll record data is organized in the HEPPS and DEPPS Administrative Information Systems (AIS) applications by home department. (See 85.33.) Refer to the online application WSUORG to locate a unit's home department number. (See 10.05.)

The identified home department receives WSU correspondence and is responsible for processing all departmental documentation regarding the employee. If an employee has more than one employing department, identify one department to serve as the home department.

Changes

To make changes to a home department designation, complete the following steps. (Refer to the example screen in the PDF version of 60.25.9.)

Select Appointment Add/Change/Route.

Search for employee using the WSU ID, SSN, or Name Search; then enter a date in the Select Appointment From field and click the Select button.

Enter the effective date of the required change in the Date field. Type or select the effective date from dropdown calendar; then click the Add New button.

Select the Change button. This opens the Home Department and Work Location fields.

Enter the required change(s); then select Continue.

NOTE: If a change to the Home Department is the only change in the PERMS transaction, the department preparer is not required to route the transaction for approval.

Work Location

Complete this field when an employee changes work location. (See the example screen in the PDF version of 60.25.9.)

Changes

To make changes to the assigned work location:

Select Appointment Add/Change/Route.

Search for employee using the WSU ID, SSN, or Name Search; then enter a date in the Select Appointment From field and click the Select button.

Enter the effective date of the required change in the Date field. Type or select the effective date from dropdown calendar; then click the Add New button.

Select the Change button. This opens the Home Department and Work Location fields.

Enter the applicable location code(s) from the list below, or

Select the map. This opens a dropdown menu of location code choices.

Enter or select the applicable change(s); then select Continue.

NOTE: If a change to the employee's work location is the only change in the PERMS transaction, the department preparer is not required to route the transaction for approval.

Location Code

Select the code from the dropdown menu for the location (unit, campus) where the employee works the majority of his or her day.

Location Code

Adams County, WSU Extension ADA

Asotin County, WSU Extension ASO

Benton-Kennewick County, WSU Extension BEK

Benton-Prosser County, WSU Extension BEP

Buckley-WSU Dairy BUC

Centralia CEN

Chehalis Indian Reservation CIR

Chelan County, WSU Extension CHE

Clallam County, WSU Extension CLA

Clark County, WSU Extension CLR

College of Nursing--Spokane ICS

College of Nursing--Yakima ICY

Colockum-Ag Multiple Use Res. Center CLK

Columbia County, WSU Extension COL

Colville Indian Res. CVL

Cowlitz County, WSU Extension COW

Douglas County, WSU Extension DOU

Environmental Protection Agency--Seattle EPA

Ferry County, WSU Extension FER

Franklin County, WSU Extension FRA

Garfield County, WSU Extension GAR

Grant County, WSU Extension GRN

Grays Harbor County, WSU Extension GRY

Grays Harbor County West, WSU Extension GRW

Hotel and Restaurant Administration, Seattle SRA

Island County, WSU Extension ISL

Jefferson County, WSU Extension JEF

King County KNG

King County, WSU Extension KIN

Kitsap County, WSU Extension KIT

Kittitas County, WSU Extension KTT

Klickitat County, WSU Extension KLI

Lake Roosevelt Forum LRF

Lewis County, WSU Extension LEW

Lincoln County, WSU Extension LCN

Lind--Ag Dry Land Research LND

Mason County, WSU Extension MAS

Moses Lake--Small Business Development Center MLS

North Franklin School Dist. NFS

Okanogan County, WSU Extension OKA

Olympia OLY

Othello--Potato Research Center OTH

Othello School Dist. OSD

Out-of-Country OOC

Out-of-State OOS

Pacific County, WSU Extension PCF

Pend Orielle County, WSU Extension PEN

Pierce County, WSU Extension PIE

Port Angeles Conf. and Institutes PRT

Port Townsend PTN

Puyallup Conf. and Institutes PCI

Royal Slope--Tree Fruit Research ROY

San Juan County, WSU Extension SAN

Seattle SBDC SBD

SIRTI--Spokane SIT

Skagit County, WSU Extension SGT

Skamania County, WSU Extension SKA

Snohomish County, WSU Extension SNO

Spokane County, WSU Extension SPN

Stevens County, WSU Extension STE

St. Joseph's Hospital, Tacoma SJH

Tacoma Public Schools TPS

Tacoma SBDC TBD

Thurston County, WSU Extension THU

University of Idaho UOI

University of Washington UOW

USDA Yakima UYA

Wahkiakum County, WSU Extension WKK

Walla Walla County, WSU Extension WAL

Wenatchee Nursing WNR

Wenatchee Valley CC WVC

Whatcom County WCW

Whatcom County, WSU Extension WTC

Whitcom WHM

Whitman County WHC

Whitman County, WSU Extension WHI

WSU Long Beach REU LOB

WSU Mt. Vernon REU MTV

WSU Pullman PUL

WSU Puyallup REC PUY

WSU Prosser IAREC PRO

WSU Spokane SPK

WSU Tri Cities TRI

WSU Vancouver VAN

WSU Vancouver REU VAC

WSU Wenatchee TFRC WEN

WSU West WSW

Yakima County, WSU Extension YAK

If none of the above apply, contact HRS for instructions.

Tenure Considerations

Complete this field at the Employee Add/Change screen for initial employment, change of appointment status, or reappointment PERMS transactions for tenure-track faculty.

Area

Select the applicable area number from the dropdown menu.

Tenure Area Number

Accounting and Business Law 0705

Animal Sciences 0010

Anthropology 0514

Apparel, Merchandising, Design and Textiles 0109

Architecture, School of 0202

Basic Medical Sciences 0318

Biological Sciences, School of 0320

Biological Systems Engineering 0006

Chemical Engineering 0204

Chemistry 0308

Civil and Environmental Engineering 0206

College of Nursing 1302

Communications 0404

Community and Rural Sociology
0028

Comparative Ethnic Studies 0516

Crop and Soil Sciences 0008

Economic Sciences, School of 0004

Education, College of
0801

Educational Leadership and Counseling Psychology 0803

Electrical Engineering and Computer Science 0208

Electron Microscopy 0319

English 0402

Entomology 0024

Environmental Science and Regional Planning 1400

Extension (Administration) 0034

Finance 0702

Fine Arts 0406

Food Science and Human Nutrition 0019

Foreign Languages and Cultures 0408

Geology 0310

History 0502

Horticulture and Landscape Architecture 0016

Hotel and Restaurant Administration 0703

Human Development 0002

Institute of Biological Chemistry 0022

Interior Design 0111

Kinesiology and Leisure Studies 0804

Libraries 1202

Management and Systems 0706

Marketing 0708

Mechanical and Materials Engineering 0210

Molecular Biosciences, School of 0321

Music and Theatre Arts 0410

Natural Resource Sciences 0014

Northeast District (Extension) 0039

Northwest District (Extension) 0036

Pharmacy, College of
1002

Philosophy 0412

Physics 0314

Plant Pathology 0018

Political Science 0510

Program in Health Sciences--Spokane
0806

Program in Professional Development--Spokane
0709

Psychology 0506

Pure and Applied Mathematics 0312

Sociology 0512

Southeast District (Extension) 0041

Southwest District (Extension) 0037

Speech 0414

Statistics 0029

Teaching and Learning 0805

Veterinary & Comp. Anatomy, Pharmacology & Physiology 0612

Veterinary Clinical Science 0604

Veterinary Microbiology and Pathology 0610

Veterinary Sciences (Veterinary Medicine) 0030

Women's Studies Program 0520

WSU Vancouver--School of Engineering and Computer Science (ENCS) 5801

Ind. (Indicator)

Select one of the following codes from the dropdown menu:

Tenure Status Code

Non-tenure-track position N

Tenure-track position P

Tenured T

Year Awarded

Enter the academic year of possible tenure award for tenure track faculty.

Changes

Submit any corrections to tenure date or tenure unit by memorandum to the Provost and Executive Vice President. The Provost and Executive Vice President forwards approved changes to Human Resource Services. For more detailed instructions, refer to the PERMS User Manual, available on the PERMS website at:

https://webapps.wsu.edu/ais/perms/permsmaster/permswelcome.aspx

Employee Status

Complete this field for all PERMS transactions. Select the applicable status description from the dropdown list.

Explanation

This space indicates the employee's employer/employee relationship with WSU.

Faculty and administrative professional employees initially hired with an appointment end date are temporary.

All classified employees who have completed a probationary period are permanent; probationary staff are temporary.

Graduate assistants are always temporary.

Time, Full/Part

PERMS automatically completes thisfield based upon the position effort as indicated for the position in the online DEPPS and HEPPS applications.

Explanation

PERMS does not include hourly or faculty time card appointments in the total FTE.

Changes in percent of employment may also require a Position Action.

NOTE: Changes in percent of employment may also change the employee's eligibility for benefits. Contact HRS to determine future eligibility.

Employee Type

PERMS automatically completes this field based on the indicated position number.

Definitions

Definitions of employee types:

Faculty

Employees whose primary responsibilities include teaching, research or public service or any combination of these, including librarians and counselors are designated as faculty. Faculty includes academic faculty, extension faculty, library faculty, and student affairs faculty. See also WSU Faculty Manual.

Administrative Professional

Employees defined as administrative professional are exempted from coverage of Title 357 of the Washington Administrative Code (WAC) in accordance with the exemption criteria in the Revised Code of Washington (RCW 41.06.070).

Classified Employees

Employees subject to the provisions of the state civil service law (RCW 41.06), Title 357 of the Washington Administrative Code, and applicable collective bargaining unit agreements.

Graduate Assistants

Matriculated students who are approved by the Graduate School and whose primary employment responsibilities relate to teaching, research, and public service.

Details regarding other types of assistants are located on the Graduate School Assistantship Information website at:

http://www.gradschool.wsu.edu/CurrentStudents/Assistantships/

Direct questions to the Graduate School; telephone 335-6424.

Retirement and Retirement Supplementation

HRS prepares these PERMS transactions for retirements and retired WSU employees who receive retirement supplementation.

Action Code / Type of Action

Complete this field for all PERMS transactions. (See the screen sample in the PDF version of page 60.25.15.) The action codes which become available are based upon the user's choice to add, change, or end an appointment.

Explanation

Select the type of action from the Action Code dropdown menu.

Descriptions

Refer to the table below for action descriptions. The descriptions are grouped by action type, e.g., add appointment, change appointment, end appointment. Within each group, the descriptions are listed in alphabetic order by action name.

Employee types are: faculty (F), administrative professional (AP), classified employees (CS), and graduate assistants (G).

Add Appointment

Name of Action Code Code Emp Type Description

Initial 01 All Use this code for the individual's first WSU employment. Check employment history for previous WSU service. If the individual has previous WSU employment, the correct action is reappointment. Time card, hourly, graduate, and adjunct appointments do not constitute previous WSU employment in this context but note these appointments in Conditions to avoid a duplication of records on the computer files.

Demotion--Disciplinary 22 CS To change an employee from a position in one classification to a position in a classification with a lower salary range maximum. This action is a disciplinary action for cause as defined in WAC 357-40-010

Demotion--In Lieu of Layoff 23 CS To move an employee from one classification to a classification with a lower salary range maximum. This must be based upon the employee's acceptance of the option in lieu of layoff.

Demotion--Voluntary 21 CS To move an employee from one classification to a classification with a lower salary range maximum at the employee's request.

New Appointment 25 All To add an appointment for an individual who is currently employed by the University, e.g., adding a summer appointment.

Promotion 03 F, AP, CS Use promotion to indicate the advancement of an employee into a position with a higher salary range maximum for classified positions or a higher rank for other positions. Indicate appropriate appointment status for classified employees.

Reappointment 11 All
To appoint a former state employee following a break in service (a separation of the employer/employee relationship with WSU) NOTE: A PERMS transaction is not required for continuing a permanent academic or classified cyclic-year appointment.

Also used if the employee has previously held an assistantship with WSU and is reappointed to another assistantship.

Renewal 16 F, AP, G To renew a temporary appointment when there has been no break in service. NOTE: The academic break is not considered a break in service.

Retire/Rehire 20 F, AP To employ a WSU retiree who retired on TIAA-CREF retirement program.

Reversion 24 F, AP, CS To revert a classified employee during her or his trial service period or to revert an employee exempted from classified service.

Transfer 15 CS For employee-initiated change from one position to another within the same classification without a break in service or to a different classification with the same salary range maximum.

Change Appointment

Name of Action Code Code Emp Type Description

Change 25 All To add, delete, or correct data. Include an indication of the type of change in Conditions or Comments.

Demotion--Disciplinary 22 CS To change an employee from a position in one classification to a position in a classification with a lower salary range maximum. This action is a disciplinary action for cause as defined in WAC 357-40-010.

Demotion--In Lieu of Layoff 23 CS To move an employee from one classification to a classification with a lower salary range maximum. This must be based upon the employee's acceptance of the option in lieu of layoff.

Demotion--Voluntary 21 CS To move an employee from one classification to a classification with a lower salary range maximum at the employee's request.

Leave-- Professional 17 F, AP To process professional leave. The employee is expected to return to WSU employment. Enter the expected return date in the indicated field.

Leave--Return 19 F, AP To reinstate an employee who has been on professional leave.

Leave Without Pay 18 All To process leave without pay. The employee is expected to return to paid WSU employment.

Promotion/Tenure 03 F, AP, CS Use promotion to indicate the advancement of an employee into a position with a higher salary range maximum for classified positions or a higher rank for other positions. Indicate appropriate appointment status for classified employees

Reversion 24 F, AP, CS To revert a classified employee during her or his trial service period or to revert an employee exempted from classified service.

Temporary Upgrade/Return 29 CS To temporarily upgrade an employee to a higher classification or return the employee to his or her former classification after a period of temporary upgrade.

End Appointment

Name of Action Code Code Emp Type Description

Abandonment of Position 45 All To end an appointment due to the employee's abandonment of her or his position.

Appointment Cancelled/Inactive 64 All To cancel an appointment. Indicate the reason for the cancellation in Conditions.

Change 25 All To add, delete, or correct data. Include an indication of the type of change in Conditions or Comments.

Death 80 All To end an appointment due to the death of the employee.

Disability--Not Job-Related 62 All To end an appointment due to a non-work-related disability which prevents the employee from fulfilling the essential functions of the position.

Disability Retirement 65 All To process an employee's retirement from WSU employment due to a disability which prevents the employee from fulfilling the essential functions of the position.

Disability--Job-Connected 61 All To end an appointment due to a work-related disability which prevents the employee from fulfilling the essential functions of the position.

Layoff--Lack of Funds 51 CS To process layoff of the employee due to lack of funds.

Layoff--Lack of Work 53 CS To process layoff of the employee due to lack of work.

Layoff--Reorganization 52 CS To process layoff of the employee due to department or University reorganization.

No I-9 69 All To end an appointment because the employee has not completed an I-9 (Employment Eligibility Verification).

Not Reappointed 23 F, AP To terminate employment because the employee is not reappointed.

Position Number Change 72 All To change a position number.

Rejection During Probation 67 CS To end appointment of an employee during the six-month probationary period.

Resignation 40 All To process an employee's resignation from WSU employment.

Retirement 30 All To process an employee's retirement from WSU employment.

Termination for Cause 21 All To process termination of employment for cause. Indicate the reason for termination in Conditions.

Termination of Student Status 54 G To end an appointment due to termination of the employee's student status.

Transfer 71 All To end an appointment due to transfer of the employee to another position within WSU.

Visa Not Extended 44 All To end an appointment because the employee's visa period is ended and no extension has been granted.

Work Authorization Expired 55 All To end an appointment because the employee's work authorization is expired.

Separations

Separations of employment require PERMS transactions. All appointment-completed separations require PERMS transactions, except appointment-completed separations for graduate assistants.

From the Appointment Add/Change/Route screen, enter the separation date, click Add New, and then select the appointment to end by clicking End button. Choose the separation reason from the dropdown menu. Repeat this process as needed to end additional appointments.

Enter all applicable statements in Conditions.

Forward a letter of resignation to HRS if the separation is a resignation.

At separation of employment, transfer the faculty, administrative professional, or classified employee's time/leave records to Human Resource Services.

Position No.

Complete this field for all PERMS transactions except adjunct faculty appointments and separations.

Explanation

Enter the six-digit position number. NOTE: Enter "0" for an adjunct appointment. Position Control does not assign appointment numbers to adjunct appointments.

Teaching and staff assistants may be appointed to group position numbers. Research assistants must be appointed to unique position numbers.

A Position Action form creates a position. See 58.01 and 58.02. No appointment can be made unless the position exists.

Find the position number online in the Account Balances/Detail or DEPPS computer applications. Position numbers are also included on the Payroll Expenditure Audit Report. Contact the Budget Office if these sources are not available.

Job Class Code

PERMS automatically completes this field based on the indicated position number. For some employee types and actions this field is modifiable.

Classified Employees

PERMS automatically enters the Job Class Code from the current position.

Graduate Assistants

PERMS automatically enters a Job Class Code based on the indicated position number. To change the code, enter the Job Class Code shown in the Graduate Appointment Processing memorandum, located on the Graduate School Assistantship Information website at:

http://www.gradschool.wsu.edu/CurrentStudents/Assistantships/

Direct questions to the Graduate School; telephone 335-6424.

Faculty and Administrative Professional Employees

Obtain the correct code from a previous action, online DEPPS, or ask HRS; telephone 335-4521.

Appt. Begin

PERMS automatically completes thisfield based on the effective date for the new personnel action as indicated on the Appointment Add/Change/Route screen.

For classified employees, the effective date is the day the employee begins work.

Appt. End

Complete this field for all PERMS transactions.

Explanation

Enter the effective date in MM/DD/YYYY format for separations. The effective date is the last day the employee is in paid status. Each separation must be processed in PERMS.

Enter end dates in MM/DD/YYYY format for all temporary appointments or select from the dropdown calendar.

Enter 12/31/9999 for permanent appointments.

Appt. Dept.

Complete this field for all PERMS transactions.

Explanation

Enter the department number associated with the appointing department. The department number may be found on the Payroll Expenditure Audit Report, online in WSUORG, or from HRS.

Overtime (OT) Status / Work Period

PERMS automatically completes thisfield based on the indicated position number.

Any changes to the overtime status and/or work period of any appointment must be made by changing the position. Contact HRS to make changes to overtime status or work period designations.

Explanation

The overtime status or work period designation determines the employee's eligibility for premium compensation for overtime hours.

See also 60.59 regarding overtime status.

Pay Basis

Complete this field for all PERMS transactions.

Code

Select the applicable code from the dropdown menu at the Appointment Add/Change/Route screen. NOTE: The codes used for pay basis in PERMS match the codes used in DEPPS.

Pay Basis Code

Exception time reporting; most WSU employees E

Positive time reporting. See 55.26. P

Appointment Type

PERMS automatically completes this field based on the indicated position number.

Explanation

Select the type of appointment from the dropdown menu. NOTE: The codes used for appointment type in PERMS match the codes used in DEPPS.

Appointment Type Code

Normal Blank

Summer Session E

Summer Appointment H

Adjunct C

Term

PERMS automatically completes thisfield based on the indicated position number.

Any changes to the term of any appointment must be made by changing the position. The department submits a completed Position Action form to make such changes. See 58.02.

Appt. Status

Complete this field for all PERMS transactions. Select the applicable appointment status code from the dropdown menu available on the Appointment Add/Change/Route screen. NOTE: The codes used for appointment status in PERMS match the codes used in DEPPS.

Codes

Appointment Status Code

Permanent 1

Probationary 2

Trial Service 3

Transition Review Period 4

Temporary 7

1 Permanent

A classified employee who has successfully completed a probationary or trial service period within the current period of employment or a faculty or administrative professional employee hired on a permanent basis.

2 Probationary (Classified Position)

The initial six or twelve months of employment following classified appointment from an eligible list.

3 Trial Service (Classified Position)

The initial period of employment following promotion, demotion, intersystem transfer, interinstitutional transfer, or elevation into a classification in which the employee has not held permanent status. Trial service begins with the effective date of change and continues for six or twelve months, dependent upon classification. Refer to appropriate collective bargaining unit agreement regarding trial service.

4 Transition Review Period (Classified Position)

The transition review period is a six-month evaluation period that allows the employer and employee to determine whether a placement into a position as a layoff option or appointment to a position from a layoff list is a good match. (WAC 357-01-340)

7 Temporary

Any appointment with an appointment end date.

Periodic Increment Date

PERMS calculates this date for classified employees. HRS enters any future changes to the date in this field.

Salary Range and Step

Complete this field for PERMS transactions for classified employees and graduate assistants as indicated below.

Classified Employees

For classified positions, enter the position number. PERMS automatically completes the Salary Range field based on the indicated position number. The range for classified positions is not modifiable.

See 60.29 to determine the appropriate step within the salary range. Enter the correct step in the Step field.

Direct any questions to Human Resource Services.

Graduate Assistants

For graduate assistant positions, the department must enter the correct salary range in this field.

For graduate assistants, use the information in the Graduate Assistantship Processing memorandum and Assistantship Salary Grid located on the Graduate School Assistantship Information website at:

http://www.gradschool.wsu.edu/CurrentStudents/Assistantships/

Direct questions to the Graduate School; telephone 335-6424.

Appt. %

Complete this field for all pay-affecting PERMS transactions.

Explanation

Enter the percent of full-time worked for each appointment, e.g., 100, 75, 50. Decimal points may be used for a fraction of a percent, e.g., 65.50.

FTE Less Than 100%

If the FTE is less than 100%, enter the actual monthly salary in Conditions.

Full-Time Salary

Complete this field for all PERMS transactions except retire/rehire faculty.

Faculty, Administrative Professional

Enter the full-time monthly base salary without stipends or ADRs (Added Responsibility/Administrative Stipend) in this space. Enter the annual salary actually paid the employee in Conditions.

Classified Employees

For classified positions, PERMS automatically completes the Full-Time Salary field based on the indicated position number, salary range, and step. See above regarding completing the Salary Range and Step fields.

Summer Session

Use the PERMS summer session calculator to calculate and enter the FT Rate. Salary calculation guidelines and worksheets are available on the Summer Session Administrative website at:

http://www.summeradmin.wsu.edu/

Direct questions to Summer Session; telephone 335-2238.

Summer Appointment

Payment for a summer appointment is set at an agreed amount, which in no case may exceed a monthly rate of one-ninth of the previous academic year salary.

Stipends/ADRs/Differentials

Complete this field as applicable.

Stipends/ADRs (Faculty, APs)

To add a stipend or ADR, enter the amount in the Differential field. PERMS automatically adds the stipend or ADR to the base salary (FT Rate) and calculates the Pay Rate.

If the faculty or AP salary includes a stipend or ADR, show the amounts for the stipend or ADR and the base salary in Conditions.

Differential (Classified Employees)

If the classified employee salary includes a differential, enter the amount in the Differential field. Show the separate amounts for the differential and the base salary in Conditions.

Leave Indicator

Not on Leave is the default leave indicator for an active appointment.

Leave Reason

Choose a leave reason from the dropdown menu. NOTE: This field is only available when the action code 17 (Leave--Professional), 18 (Leave--Without Pay), or 19 (Leave--Return) is selected from the Action Code dropdown menu. See above.

Leave Begin Date

Enter the beginning date of leave without pay (LWOP) or professional leave. NOTE: This field is only available when the action code 17 (Leave--Professional), 18 (Leave--Without Pay), or 19 (Leave--Return) is selected from the Action Code dropdown menu. See above.

Expected Return Date

Enter the expected date of return.

Conditions

Complete this field as necessary. Several commonly used conditions are provided in dropdown menus based on employee type. Select as needed.

Condition of Employment

Enter anything not already specified which is a condition of employment; such as, relocation expense, years credited toward tenure, or date PhD must be awarded. The conditions of employment may be modified based on departmental needs.

Absence During Breaks

Generally, faculty are expected to work during academic breaks. If the faculty member is exempt from this requirement as a part of the employment contract, so indicate in Conditions.

Retroactive Actions

Explain retroactive actions in detail in the comments section. The comments section is available by selecting View Log.

Previous Service

Enter the name used during previous service if it is different from the name currently used, dates of previous state or WSU service, and the name of the Washington state agency in Conditions.

Actual Salary

Enter the actual salary for all graduate assistants.

Enter any differential type(s) and amount(s) or perquisites and designate the position number associated with the differential.

If employment is less than full time, enter the amount of money the employee will receive each month, "* Actual Salary: (amount)."

Actual salary could reflect a combination of circumstances. For example, if a half time employee were also eligible for a differential, Conditions would show "actual salary" as half of the figure in Full-Time Rate plus the differential. Report each figure and show the basis of the calculation.

For faculty and administrative professional employees, enter the yearly salary.

Temporary Faculty Temporary APs

Select the following statement from the dropdown list in Conditions on all PERMS transactions for temporary faculty and administrative professional (AP) personnel.

"This is a temporary appointment which shall terminate on the date specified and shall not be renewed unless positive action is taken to renew your appointment."

Temporary Faculty and AP Appointments Eligible for Annual Leave

Select the following statement from the dropdown list in Conditions on all PERMS transactions for temporary faculty or temporary APs who are eligible to earn annual leave. (See 60.56.)

"Accumulated annual leave must be used prior to the termination date unless you obtain a written exception from the appointing authority."

Assistants

Select the following statement from the dropdown list in Conditions on all PERMS transactions for graduate assistants.

"This appointment is conditional, subject to the maintenance of a 3.0 cumulative grade point average, satisfactory academic progress, and continued regular enrollment in the Graduate School."

Assistant Requirements

For graduate assistants, add the appropriate statements regarding GPA, residency, minimum credits, etc. as specified in the Graduate Appointment Processing memorandum.

Residency Fee Waiver

For students who do not qualify for the resident operating fee waiver, add "Does not qualify for resident operating fee waiver" under Conditions.

Waiver of Nonresident Portion

If the nonresident portion of a graduate assistant's fees is waived, enter the voucher number under Conditions.

Additional Waivers

NOTE: Contact the Graduate School regarding additional waivers which may be applicable to specific graduate assistant appointments. Enter applicable information regarding such waivers under Conditions.

English Exam

Teaching assistants whose native language is not English are required to pass an English examination. Indicate the date the oral English exam was passed under Conditions.

If the PERMS transaction is submitted prior to the exam, include: "This appointment is contingent upon the student's satisfactorily passing the language examination."

Comments

This section is used for explanations of actions or notes to other approvers. These comments do not appear on the printed Personnel Action Form generated by PERMS.

Separations (Appointment Completed)

Appointment-completed separations for temporary faculty or administrative professional employees require PERMS transactions. Appointment-completed separations for graduate assistants do not.

Appointing Authority

The department's appointing authority must approve any changes to an employee's appointment in PERMS. See 60.10 for information regarding appointing authority.

When more than appointing authority is involved, add the Network ID of the additional person to the routing list on the Routing for Approvals screen. Each appointing authority must select Approve under Routing Action.

Employee Network IDs are often the user name portion of the employee's WSU e-mail address, e.g., the portion before the @ symbol. Employee e-mail addresses may be found in the WSU Electronic Phonebook at:

http://search.wsu.edu/

ROUTING PERMS TRANSACTIONS

When all edits are reviewed and accepted, select the Continue button on the Appointment Add/Change/Route screen to save the PERMS transaction.

When PERMS indicates that a pending appointment is Waiting to Send, the transaction has not been routed for approval.

To route a PERMS transaction for approval, select the red Routing button on the pending appointment. Routing begins when Send for Approvals is selected on the Routing for Approvals screen. Routing is based upon employment type. To add additional approvers, add the Network ID of each approver to the routing list.

Additional documentation may be required for the employment type, as indicated below. For detailed instructions regarding routing, refer to the PERMS User Manual, available on the PERMS website at:

https://webapps.wsu.edu/ais/perms/permsmaster/permswelcome.aspx

New Faculty

When hiring new faculty, submit the offer letter and any letters of recommendation received (see 60.11) to HRS.

NOTE: The Provost's Office requires that the department submit four letters of recommendation for new faculty who are hired with tenure or if tenure is to be granted at the time of hire as part of the faculty member's contract with WSU. The department must submit at least three letters of recommendation for new faculty who are hired without tenure. See 60.11.

New Administrative Professionals

When hiring new administrative professional employees, submit a resume and a copy of the offer letter to HRS.

Joint Appointments

When more than one college/area is involved with a given action, each appointing authority is to approve the PERMS transaction.

Terminations

For terminations, submit the faculty, administrative professional, or classified employee's original time/leave records to Human Resource Services, mail code 1014.

Not Approved

If an appointing authority does not approve a PERMS transaction, he or she selects the Notify Originator button. An e-mail message opens which is prefilled with the employee's information and a link to the PERMS transaction. The approver may add comments about the action. Upon receiving the notification, the originator may modify the pending action or discard the action.

MANUAL PROCESSING

In unusual situations, a department may be unable to submit a personnel action through PERMS. In such a case, HRS may advise the department to submit a signed paper Personnel Action form to request the action.

Departments may obtain forms in the following versions:

PDF version Personnel Action form. Complete and/or print the PDF master on 60.25.28.

Automated template Personnel Action form from the Procedures, Records, and Forms FileMaker forms website at:

http://public.wsu.edu/~forms/fm.html

Contact HRS for further information.

See the PDF form:
60.25.28: Personnel Action Form
Complete and/or print as needed

60.04_Employment_Eligibility_Verification–USCIS_Form_I-9.htm

Posted in:PERSONNEL

version 0 ([revision_count] revisions)

Posted on January 06,2014 by jeremy.bass

EMPLOYMENT POLICY

WSU employs only U.S. citizens and aliens who are authorized to work in the U.S. in compliance with the Immigration Reform and Control Act of 1986.

New Employees

All new employees including U.S. citizens must present an original document or documents that establish identity and employment authorization within three business days of the date employment begins (also referred to as the hire date).

Questions

For questions, contact Human Resource Services (HRS); telephone 335-4521.

Responsibilities

Only a designated WSU employee may complete the U.S. Citizenship and Immigration Services (USCIS) Employment Eligibility Verification (Form I-9) by examining and verifying the documents presented by a new employee. Designated employees include employing officials and their designees. See 60.10 for definition of employing official. EXCEPTION: See below regarding completion of Form I-9s for remote hires.

Employing officials must be prudent in designating WSU personnel who are authorized to complete the Form I-9, since employees who examine the identifying documents are certifying under penalty of perjury that the documents appear to be genuine. Civil and criminal penalties apply for violation of these requirements.

Departmental employees responsible for completing Form I-9 must review the Handbook for Employers found at the USCIS website at:

http://www.uscis.gov/

Select For Employers, then
Select Form I-9, then
Select M-274, Handbook for Employers.

This publication is also available in the Reference Section at the Lookout Services website. Lookout Services is the electronic Form I-9 verification service. (See below.)

NOTIFYING APPLICANTS

WSU notifies applicants about the University's employment policy and intent to comply with the law. (See below.)

Recruitment materials may include the following:

"WSU employs only U.S. citizens and lawfully authorized non-U.S. citizens. All new employees must show employment eligibility verification as required by U.S. Citizenship and Immigration Services."

The application forms for administrative professional, civil service, collective bargaining unit, and temporary employment positions indicate WSU's compliance and include the above statement.

Letters from departments to prospective faculty employees acknowledging receipt of applications include the above statement.

DOCUMENTING VERIFICATION

Employing departments document verification of eligibility on USCIS Employment Eligibility Verifications (Form I-9).

New Employees

All new employees including U.S. citizens must present an original document or documents that establish identity and employment authorization within three business days of the date employment begins (also referred to as the hire date).

See below for employee and employer procedures for verifying employment eligibility and completing the Form I-9.

Long-Term Employees

Employees who were employed by WSU on or before November 6, 1986, and are still employed without a break in service do not have to establish their eligibility for U.S. employment as required in this section.

More Than One Appointment

If the employee has more than one WSU appointment, only one Employment Eligibility Verification (Form I-9) is to be filed at HRS.

WSU Employee Defined

This section applies to those employees receiving pay, including:

Faculty, including paid adjunct faculty;

Administrative professionals (APs);

Civil service employees;

Employees covered by collective bargaining unit agreements;

Graduate assistants;

Undergraduate assistants; and

Temporary employees.

Exceptions

This procedure does not apply to nonpaid adjunct appointments (also referred to as courtesy appointments) and nonservice pay.

If the duties are performed in a foreign country, employees do not have to establish their eligibility for U.S. employment as required in this section.

USING THE ONLINE VERSION I-9 FORM

Departments may access the online Employment Eligibility Verification (Form I-9) from the HRS website at:

http://hrs.wsu.edu/

Select Manager's Toolkit, then
Select Access to HR Systems, then
Under Electronic I-9 System (Lookout Services), select Log-in.

NOTE: The department employee logs into Lookout Services by using her or his Network ID. However, the Lookout Services system does not use the Network ID password. The employee must establish a unique password with Lookout Services to access to the online I-9 system. Contact HRS to receive access to Lookout Services.

Employee Verification

No later than the first day of employment, the newly-hired employee must fully complete, date, and electronically authorize Section 1 (Employee Information and Verification) of the Form I-9. (See the example in the PDF version of page 60.04.3.) The employee may complete Section 1 prior to his or her first day of work.

The department may not require an employee to provide his or her social security number (SSN) for the purposes of completing Section 1. If the applicant does not provide an SSN, departmental personnel enter Pending when prompted on the online form.

Employer Verification

A designated WSU employee must fully complete, date, and electronically authorize Section 2 (Employer Review and Verification) of the new employee's Form I-9 within three business days of hire. (See the example in the PDF version of page 60.04.4.) Designated employees include employing officials and their designees. See 60.10 for definition of employing official.

The employee presents to the employer documents of her or his choice from the lists included with the online Employment Eligibility Verification (Form I-9). (Presented documents are to be originals. Photocopies or fax copies are not acceptable.)

The designated WSU employee examines and verifies the originals of documents presented by the new employee. NOTE: The designated departmental employee must view and verify the required employee documents. However, the department does not submit employee documents to HRS or retain copies.

If the new employee is unable to produce original documents or receipts for documents within three business days of hiring, the employment must be terminated. Contact HRS for assistance.

Rehire

Employees who have never had an Employment Eligibility Verification (Form I-9) on file and separate from the University must complete the Form I-9 upon reemployment.

If an employee is reappointed who previously completed the Form I-9, departmental personnel may update and/or reverify the employee's original Form I-9 by completing Section 3 (and Sections 1 and 2 need not be completed) if:

The employee's original I-9 was completed in the online Lookout Services system; and

The employee is reappointed within three years of the initial date of hire; and

The employee is still eligible to work on the same basis; e.g., citizenship, residency, or work authorization; as when the original Form I-9 was completed.

When rehiring an employee, the department has the option of completing Sections 1 and 2 of a new Form I-9 instead of completing Section 3. (See the example in the PDF version of page 60.04.5.) NOTE: If the rehired employee's original Form I-9 was completed on a paper form, the department must complete Sections 1 and 2 of a new Form I-9 in the online Lookout Services system.

Form Version Change

Employees must also complete a new Form I-9 if the previous form version has since been replaced by a newer version. The version date is located on the lower righthand corner of the Form I-9.

Grant of Work Authorization Reverification

If the grant of work authorization used to complete the original Form I-9 is about to expire and the employee has received a new grant of work authorization, department personnel must reverify on Form I-9 to employ the person. Reverification must occur no later than the date that the employment authorization (or evidence thereof) expires.

Department personnel must:

Record the title, number, and expiration date (if any) of any new documents presented in Section 3;

Verify the documents that establish current employment eligibility;

Complete Section 3; and

Forward a copy of the documents used for reverification to HRS.

NOTE: If the original I-9 was completed on a paper form and the employee did not separate from University employment, the department must submit a paper Form I-9 with appropriate attachments for reverification to HRS.

Form Version Change

Employees must complete a new Form I-9 if the previous form version has since been replaced by a newer version. The version date is located on the lower righthand corner of the Form I-9.

MONITORING

Although HRS monitors the work authorization expiration dates for non-U.S. citizens, departmental personnel are also responsible for monitoring the expiration dates.

In order to ensure uninterrupted employment, the department should start the process for extending an employee's employment eligibility at least two months before the work authorization expiration date.

The Lookout Services online I-9 system sends notices to employing departments 180, 90, 60, and 30 days prior to the work authorization expiration dates of I-9s submitted for non-U.S. citizens.

Eligibility

Employing departments work with the employee, the Office of International Students and Scholars, and HRS to resolve employment eligibility, either with a change in immigration status, an extension of employment eligibility, or termination of employment.

Change in USCIS Status

The Office of International Students and Scholars notifies HRS and Payroll Services when a change in the U.S. Citizenship and Immigration Services (USCIS) status of a University employee occurs.

Termination of Employment

If a non-U.S. citizen's employment eligibility expires with no extension, the employing department works with HRS to process a personnel action through the online Personnel/Position/ Payroll Electronic Routing Management System (PERMS) to terminate employment.

For the temporary employment program, if a non-U.S. citizen's employment eligibility expires, the employing department cancels the appointment through the Positive Pay Time Entry screen in the DEPPS or HEPPS Administrative Information System or through the online Temporary Employment System (TEMPS). See 55.22 and 60.27.

Remote Hires

For a new employee who is unable to travel to the department's designated employee to complete the Form I-9, the hiring department may refer the employee to the nearest WSU Extension Office to complete the form. The I-9 form may be completed by a designated WSU employee only.

The hiring department contacts the appropriate Extension office to arrange the meeting. For the nearest Extension office, refer to:

http://ext.wsu.edu/locations/

For remote hires outside of the state of Washington, contact HRS to designate an authorized representative to complete Form I-9.

55.22_Departmental_Payroll_Processing.htm

Posted in:PAYROLL

version 0 ([revision_count] revisions)

Posted on January 06,2014 by jeremy.bass

OVERVIEW

University departments use online Department Payroll Processing Application (DEPTPAY) to perform the following payroll functions:

Report hours worked or pieces completed for temporary employees.

Report hours worked for permanent employees of University Dining Services and the WSU Energy Program.

Review and certify payroll expenses.

Departmental Payroll Processing is a secured application within the DEPPS (Departmental Personnel Payroll System) and HEPPS (Higher Education Personnel Payroll System) sections of the Administrative Information System (AIS). After obtaining access to DEPPS or HEPPS, users must obtain separate approval from Payroll to access DEPTPAY. See 85.33 to obtain access to AIS applications.

Designated Users

Each department using online Department Payroll Processing must designate and authorize one primary user and at least one secondary user per account. Each department may have up to four secondary users per account.

The department may authorize faculty, classified, and/or administrative professional employees as DEPTPAY users. Students and nonstudent temporary employees are not eligible to access DEPTPAY.

Consider appropriate separation of duties when choosing someone to enter positive pay data and to review payroll data. See 55.03.

Approval to use Departmental Payroll Processing does not require expenditure authority or temporary employment appointing authority.

Access Request

See 85.33 for authorization procedures for access to DEPPS and HEPPS. Route a completed Administrative Information Systems (AIS) Access Request to the Data Administrator in the Office of the Vice President for Finance and Administration.

NOTE: Most authorized departmental personnel use the DEPPS application to enter data into the University's payroll system. HEPPS access is restricted to employees working in central University offices such as HRS, Payroll Services, and other employees with demonstrated business needs for access to all personnel data.

After receiving notification of access to DEPPS or HEPPS, contact Payroll Services and request a training session for DEPTPAY access.

Requirements for Access

Electronic Mail

In order to receive notifications from Payroll Services, each authorized user must have a University electronic mail account that is listed in the WSU Electronic Phonebook. A Network ID is required to send and receive e-mail. Refer to 85.37 to obtain a Network ID.

For advisory guidelines regarding establishing e-mail accounts, refer to the ITS Connect Migration website at:

http://infotech.wsu.edu/helpdesk/faculty/email.aspx

E-Mail Address in Phonebook

Information Technology Services (ITS) automatically enters the user's e-mail address into the WSU Electronic Phonebook when he or she establishes an e-mail account and sets up e-mail forwarding.

NOTE: ITS' self-service e-mail account system automatically sets forwarding for e-mail accounts established on the central ad.wsu.edu server. Various colleges and departments run separate mail servers, e.g., vetmed.wsu.edu, tricity.wsu.edu. Forwarding is not automatically set up for e-mail accounts on non-central servers. In order to have e-mail addresses listed in the Electronic Phonebook, such users must manually set up e-mail forwarding.

Users may access the following websites to set up and/or verify e-mail forwarding:

http://zzusis.wsu.edu/

Select myProfile from the Main Menu, then
Select Update Personal Information, then
Select Email Forwarding

https://webutil.wsu.edu/apps/emailforwarding/Default.aspx

Accessing the WSU Electronic Phonebook

Users may access the WSU Electronic Phonebook through the Search WSU Web/People link at the top of all main WSU webpages.

Training

Payroll Services requires that each new user attend a training session before using Department Payroll Processing.

Changing Accounts

Notify Payroll Services when adding or changing accounts used to support wages and salaries for the department.

Checking Existing Accounts

Review accounts for positive pay transactions by accessing QRYSCAN in DEPPS or HEPPS. Press PF3, enter the department's mail code, and press Enter to view a list of accounts.

Review accounts for payroll expenses by accessing QRYPEAR in DEPPS or HEPPS. Press PF3, enter the department's mail code, and press Enter to view a list of accounts.

User Changes/Terminations

Send e-mail to Payroll Services when a user terminates, changes positions, or changes duties. Payroll Services makes appropriate changes to the security files.

QUERY AND DOWNLOAD

In addition to temporary employee time entry and payroll expense certification, users may query and download data.

Data is available on the system until one or two days before the end of the current pay cycle.

Departments are to download any required data before the data is replaced.

Users may query time entry or payroll expense data for one or more accounts, one budget, or one individual.

See the example in the PDF version of 55.22.2.

POSITIVE PAY TIME ENTRY

In Positive Pay Time Entry (PPAYMENT) departmental representatives:

Enter hours worked or pieces completed.

Mark "No Time" if no hours or pieces are reported.

Cancel appointments.

Create time transactions for prior pay periods.

Departmental representatives enter positive pay data twice a month in accordance with the Payroll Documents Schedule.

Appointing Employees

Completion of the Appointment section of the online Temporary Employment System (TEMPS) or a personnel action directs Payroll Services to include an employee's name in DEPPS or HEPPS. See 60.25, 60.26, 60.27, or 60.42 for instructions.

Entering Data

Payroll Services notifies primary and secondary users when it is time to enter hours or pieces for positive pay employees.

Information entered into DEPTPAY is initially collected by departments on Daily Activity Reports (see 60.61) or Time Reports (see 60.60).

Check the Positive Pay Time Entry screen for errors or omissions. See the sample in the PDF version of 55.22.5. Ensure that the screen accurately reflects employee and appointment data submitted in the most recent entry to the Appointment section of the online TEMPS. If not, contact Payroll Services.

If an employee is not listed on the Positive Pay Time Entry screen, check DEPPS or HEPPS to ensure that the appointment exists. If the appointment is not in DEPPS or HEPPS, the online TEMPS entry (or Personnel/Position/Payroll Electronic Routing Management System (PERMS) transaction for employees of Dining Services or the Energy Program) may not have arrived in HRS and/or Payroll Services in time for the current pay cycle or the appointment may have expired during the last pay cycle. If the appointment expired, submit a new appointment through the online TEMPS (or PERMS transaction for employees of Dining Services or the Energy Program) to establish another appointment. Enter the data from the time reporting document, e.g., Daily Activity Report, during the next pay cycle.

Prior Period Transactions

If an employee's appointment was active in a prior pay period but hours or pieces were not entered, press PF1 (Prior PD) and complete the online form.

Complete a Request for Positive Pay Report form if the has expired and the department must pay hours from a previous pay cycle. Complete the PDF master in 55.26.2 to obtain supplies of the request form.

See the examples in the PDF version of 55.22.5.

Own Time

An employee may not enter his or her own time or piece work into DEPPS or HEPPS.

Timing

Enter positive pay for hours or pieces worked during the pay period just ended. Data entry should be completed by the date required by the Payroll Documents Schedule.

Temporary Employment Limits

Review the accumulated hours and the Monitoring Begin Date for nonstudent temporary employees. Do not exceed the 1,050-hour limit. See 60.26.

Position Number

Verify the temporary employee position number shown under the Tmp ID column. Be sure the numbers on the Position Description form, the online TEMPS Appointment section, and the entry screen are all the same.

Overtime

The employer must mark the appropriate box in the Appointment section of the online TEMPS to generate an overtime pay line for the employee. For permanent employees of Dining Services or the Energy Program, the employer indicates overtime eligibility by marking the appropriate workweek designation on the PERMS transaction. Time and one-half is paid for overtime hours worked.

Create Overtime Payment Transaction Line

If an hourly employee worked unanticipated or unscheduled overtime, press PF5 (OT) to create an overtime time transaction line. Selecting the PF5 (OT) key creates an overtime transaction line for the current pay cycle only.

Be sure that the rate of pay correctly reflects the time and a half rate of pay and that the appropriate earnings type is displayed. See below for earnings types.

Standby Pay

The employer must mark the appropriate box in the Appointment section of the online TEMPS to generate a standby pay line for the employee. Standby pay is authorized when the employee is directed to restrict off-duty activity to be available for duty.

Completing Entry

After adding or changing data, press Enter before paging forward. Pressing Enter saves the data into the system. When data entry is complete, press PF12 to exit. Mark the status with an X for Complete or Incomplete. Press PF12 again to exit. If status is Complete, departments can modify time until the announced cut-off hour of noon or 2:00 p.m.

Online Help

Press PF9 to access online help for positive pay time entry.

Positive Pay Description

The following describes certain parts of the Positive Pay Entry screen which may not be self-explanatory.

Completion is optional. Mark this column with an "N" if the employee recorded no time for the pay period or did not turn in a time reporting document.

CNCL APPT

Mark this column with a "C" to cancel the appointment in DEPPS or HEPPS. (To reactivate the appointment submit an online action in TEMPS.)

PAY TYP

Payment Type

Code Definition

HR Hourly

MO Monthly

PC Piece

PQ Perquisite

SD Shift differential

JOB CLS

Job Classification

E/T

Earnings Type

Code Name Definition

ADR additional responsibility for faculty

ALF federal annual leave payoff for federal employees

ALP annual leave payoff for state employees

AWD award extra taxable compensation

AWF award extra compensation federal not subject to OASI

AWN award extra compensation nonfederal not subject to OASI

BUF buyout of tenure rights federal employees

BUY buyout of tenure rights nonfederal employees

C/B call back for classified staff

CHR chair differential pay for academic chairs

CPA cell phone allowance extra taxable compensation

CPF cell phone allowance extra taxable compensation federal not subject to OASI

CPN cell phone allowance extra taxable compensation nonfederal not subject to OASI

CTP comp time pay compensatory time payoff

DFC deferred compensation non-staff month gross pay to highly compensated employees with WSU employment agreements

E/C extra compensation faculty with retirement plan code

ECF federal extra compensation federal faculty extra pay

FCH federal chair differential pay to federal chairs

FDR federal additional responsibility earnings for certain federal faculty

FED federal regular earnings regular pay to federal employees

FFV fair market value value of insurance premiums for same-sex domestic partnerships is taxable and subject to Medicare for federal employees

FHR faculty hourly faculty and exempt deduct OASI and Medicare

FLS federal meals taxable meals for federal employees

FMS fair market value students taxable value of items; such as gift cards, housing

FMV fair market value value of insurance premiums for same-sex domestic partnerships is taxable and subject to OASI and Medicare for nonfederal employees

FRO federal earnings federal earnings subject to OASI and Medicare

FTO field training officer temporary upgrade for classified employees in bargaining unit 4

FTU federal tuition value of tuition for faculty and staff who take graduate level courses at WSU on space available basis is taxable for federal employees

FWS federal work study student employees on federal work study

GVA graduate vet assistant for graduate assistants in College of Veterinary Medicine

HOP hourly nonstudent temporary overtime subject to PERS, OASI, and Medicare

HPP hourly nonstudent temporary piece work subject to PERS, OASI, and Medicare

HPW hourly piece work nonstudent piece work non-PERS enrollee subject to OASI and Medicare

HRO hourly overtime nonstudent temporary overtime non-PERS enrollee subject to OASI and Medicare

HRP hourly nonstudent temporary subject to PERS,OASI, and Medicare

HRY hourly nonstudent temporary non-PERS enrollee subject to OASI and Medicare

IND industrial compensation deductions for industrial compensation payments

JDF federal jury duty deductions for civil duty

JDY jury duty deductions for civil duty

L/D location differential pay to employees stationed in foreign countries

LDF federal location differential pay to federal employees stationed in foreign locations

LPA sick leave payoff sick leave payoff at retirement or death due to age or length of service subject to OASI

LWO leave without pay

MLS meals reimbursement reimbursement of taxable meals for nonfederal employees

MOF federal moving expense reimbursement of certain taxable moving expenses for federal employees

MOV moving expense reimbursement of certain taxable moving expenses for nonfederal employees

OPW other piece work faculty, and exempt piece work subject to OASI and Medicare

OVT overtime time and one-half pay for classified employees

PER perquisite noncash fringe benefit, e.g., meals and lodging

PLF federal partial professional leave federal faculty employee on less than 100% professional leave

PPL partial professional leave faculty on less than 100% professional leave

PRO professional leave faculty on professional leave

PRF federal professional leave federal employees on professional leave

REF relocation compensation federal employees

REG regular pay salaried earnings

REL relocation compensation nonfederal employees

RET retirement supplementation retirement earnings

RGA regular academic academic regular earnings

RGC regular cyclic cyclic earnings

R/T ra/ta earnings research, teaching and staff assistants and graduate associates regular pay

S/B standby standby pay for classified staff

S/D shift differential shift differential pay

SHL shared leave

SHO student hourly overtime

SHR student hourly

SPW student piece work student piece work not subject to OASI or Medicare

S/S special skills payment for special skills

SSB student standby pay

S/T straight time overtime time pay at straight time rate

SUM summer session academic summer appointment

SWS state work study student earnings on state work study

TIP tips to students tips collected in University restaurants and paid to students; not subject to OASI and Medicare

TUG temporary upgrade temporary upgrade for classified employees in bargaining units 2 and 3

TUI tuition value of tuition for faculty and staff who take graduate level courses at WSU on space available basis is taxable for nonfederal employees

VPA sick leave payoff value of cashout of compensable unused sick leave at retirement to nontaxable VEBA medical expense trust account

POSN/TMP ID

Position Number or Temporary Job ID

MONITORED HRS

Total Monitored Hours for nonstudent hourly employees.

WS LIMIT

Current semester limit for work study funds.

SEM BALANCE

Remaining earnings which may be charged to work study.

PAYROLL EXPENDITURE AUDIT REPORT (PEAR) CERTIFICATION

Prior to each payday, departments are to verify that employee pay corresponds to the approved pay-affecting personnel documents.

University departments use the online PEAR certification function to approve and certify upcoming pay for departmental employees. The online PEAR function identifies employees by name and position number and indicates the payment and budgets charged.

Notice Pears Ready

Payroll Services prepares PEAR data after the last working day of the pay cycle. Payroll Services sends an e-mail message to primary and secondary users when PEAR data is ready for certification.

The Payroll Documents Schedule provides the completion date.

Status

DEPTPAY defines the status of a PEAR review as Incomplete, Certified, or Payroll. The user indicates the status of the review when he or she exits the PEAR Review function.

Certified

When the review is completed, the user enters X for Certified. This causes the status column on the Selection Screen to be updated from Incomplete to Certified.

Once the user has certified the PEAR, the change in status prevents him or her from adding or correcting any additional records. The user may query PEAR but may not update the data after the status has been set to Certified. See the PDF version of 55.22.11 for example.

Changes

If a change is required, contact Payroll Services (telephone 509-335-1610) prior to the review deadline to unlock the certified account.

Payroll

The status of Payroll means that the user has entered at least one correction and Payroll Services staff has reviewed the correction/ comment. All additions for employees not paid and any corrections/comments will cause a Y to appear under Corr on the Selection Screen. The Y is an indicator to Payroll Services that at least one correction/comment or addition exists for this account. The AIS User ID of the Payroll staff member appears under Last Access.

Last Access

The columns under Last Access indicate the User ID, date and time of the last person to access the account. If these three columns are blank at the PEAR certification deadline, no one has reviewed the PEAR and some employees may not be paid correctly. See the example in the PDF version of 55.22.11.

PEAR Description

The following describes certain parts of the PEAR certification screens which may not be self-explanatory.

Parts

Each part is designated by a number under the P column.

Salaried Employees (Part 1)

Salaried employees are paid the same each pay period unless some intervention occurs to change the payroll, e.g., a PERMS transaction changing the salary. These employees are designatedby a "1" in the P column.

Positive Pay Employees (Part 2)

Positive pay employees are paid on the basis of hour or pieces reported to Payroll Services. See "Positive Pay Time Entry" above. These employees are designated by a "2" in the P column.

Below nonstudent temporary employee names, the PEAR indicates the monitor begin date (MBD) and the hours charged against the 1,050 maximum. See 60.26 for more information about temporary employment limits.

Below work study employees' names, the PEAR reports the work study dollar limit and the balance in dollars which the student may earn during the rest of the current semester.

Added Employees (Part 3)

Employees added by users during the PEAR review are designated by a "3" in the P column.

Name

Employees are listed alphabetically within parts 1, 2, or 3. When reference is made to an employee, use the name as printed on PEAR. See 90.75 for name change procedures and coding conventions.

Class

The job class is the classification code or the title code for the employee's position(s). Job Class codes are on the PERMS transaction .

E/T (Earnings Type)

For code definitions refer to the table above.

P/T (Payment Type)

Code Definition

CAN Cancellation of a check

CUR Payments included in current check

E/T Expenditure transfer

HDC Hand-drawn check

OVP Recovery of an overpayment

Hours

Hours paid in pay period for each employee.

Appointed Employees

The number of hours in pay status.

Positive Pay Employees

The number of hours paid. For piece workers, Payroll applies a formula to arrive at an hourly equivalent.

Staff Months

The staff month equivalent for the pay period.

Appointed Employees

To determine staff months divide actual hours paid by the total hours within the paycycle times the semi-monthly factor of .5.

Positive Pay Employees

To determine staff months, divide hours by 174.

Payroll Expense

The gross amount paid in dollars for each earnings type for each employee.

Hourly employees calculation is based on the number of hours times the rate of pay to equal gross pay.

Piece work employees calculation is the number of units times the unit rate for the gross pay.

Corrections

Review each payroll expense amount for overpayments or underpayments. If there are errors, request corrections as follows:

Place the cursor on the payment line requiring correction.

Press PF1.

Enter a comment in the dialogue box describing the error.

Press PF8 to enter the comment into DEPTPAY. Payroll Services reviews the comment and initiates appropriate action.

The above action results in a "C" (for correction) appearing on the payment line.

Social Security Number

See 55.05.

Corrections

Make corrections as indicated above. Submit a copy of the employee's social security card to Payroll Services.

Omissions

If there are omissions, press PF4 to report unlisted individuals who should be paid.

Pay-Affecting Action Required

If pay-affecting action is required, route the appropriate document, e.g., personnel action processed through PERMS, online TEMPS entry, Position Action, or Expense Assignment Action form.

Reference the document in the PEAR comment.

Terminating Employees

Pay special attention to PEAR data for a terminating employee to ensure that the employee is not paid beyond the last day of employment.

PEAR Retention

The department is to retain a copy of each PEAR in accordance with University records retention requirements. See 90.01. The department downloads the PEAR file and retains a copy in either digital media or paper.

To download a copy of the PEAR file for retention purposes:

Select PEAR Download from the Departmental Payroll Processing screen.

Select the account(s).

Select the Document download file type.

Select the PEAR data plus comments download record format.

Select the download method, either Entire Connection or FTP.

NOTE: The department may download PEAR data in the Spreadsheet file format for internal recordkeeping purposes. However, the department must retain either a paper copy or a digital copy of the PEAR data plus comments record format in the Document file type.

55.03_Internal_Control–Payroll.htm

Posted in:PAYROLL

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Posted on January 06,2014 by jeremy.bass

OVERVIEW

University departments are to develop and maintain a system of internal control for payroll/personnel processing.

Such a system of internal controls provides the following benefits:

University's assets are safeguarded.

The accuracy and reliability of accounting data is assured.

Operational efficiencies are promoted.

Adherence to University payroll procedures is encouraged.

The following requirements are based upon State Administrative Accounting Manual (SAAM) 20.20.

SEPARATION OF DUTIES

No single individual should have complete responsibility for hiring, supervising, approving and reviewing payments for, and maintaining records for a University employee. The work of employees handling public assets should be complementary to or checked by other employees.

Departments are to assign the following payroll-related functions to ensure clear separation of duties.

Preparing Personnel/Position/Payroll Electronic Routing Management System (PERMS) transactions (personnel actions), Temporary Employee Appointments, Expenditure Transfer Requests, Position Actions, Expense Assignment Actions, and other pay-affecting documents.

Approving PERMS transactions (personnel actions), Temporary Employee Appointments, Expenditure Transfer Requests, Position Actions, Expense Assignment Actions, and other pay-affecting documents. (Performed by supervisory personnel.)

Establishing work schedules, authorizing overtime and compensatory time. (Performed by supervisory personnel.)

Verifying and approving records of hours worked, e.g., signing subordinates' Leave Reports, Time Reports, and Daily Activity Reports. (Performed by supervisory personnel.)

Entering hours worked, pieces completed, and related data into the University's payroll system by using the secured online DEPPS or HEPPS application (see 55.22).

Reviewing, correcting, and approving payroll expenses before payments are released by Payroll Services (see 55.22).

Maintaining personnel and payroll records.

NOTE: A single individual may perform all items in a single category described above but may not perform all items under all categories. EXAMPLE: When processing payroll records for a temporary employee, one individual might create the temporary appointment, enter hours worked into DEPPS, and maintain the records; another individual might approve the temporary appointment, establish work schedules, approve hours review the payroll data in DEPPS.

Small Departments

Some small departments may not have sufficient staff to meet segregation requirements. In such cases, Payroll Services recommends that departments compensate by utilizing either:

More active management oversight of operations, or

Personnel from other organizational units.

RECORDS

Payroll records are to be adequately safeguarded. See 90.01 for University records retention requirements.

85.37_Network_Services_Account_Request.htm

Posted in:COMPUTING AND TELECOMMUNICATIONS

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Posted on January 06,2014 by jeremy.bass

Complete a Network Services Account Request to request an AIS User ID, a UNIX web account, or a Network ID. The form may also be used to indicate and update the Procedure Number that supports access to AIS and UNIX. Instructions for each type of request are provided in this section.

NETWORK ID

A Network ID (NID) is a unique identifier that provides access to computing and network resources at WSU.

Information Technology Services (ITS) requests that WSU faculty, staff and students use the following website to create Network IDs and/or update Network ID passwords:

http://www.wsu.edu/NID/

Qualified affiliates must submit to ITS a NID request approved by their WSU sponsor. ITS creates a Network ID and an associated password. The Network ID identifies the individual to University network services.

Assignment of a Network ID does not in itself provide access to University computer systems. A user must request specific authorization to access each system required.

UNIX Account

An individual or department may request that ITS establish a UNIX account for managing and updating web pages. UNIX account holders may include: currently-admitted students, appointed employees, and others approved by the University, i.e., qualified affiliates.

Accounts for staff, faculty, and departments must be approved by University officials holding expenditure authority for the supporting accounts. See 70.02. Active procedure numbers for the supporting accounts must be included for identification purposes.

A UNIX account provides the user with access to and use of a centrally-managed UNIX computer. UNIX accounts are commonly used to manage and update web home pages.

AIS USER ID

An AIS User ID is an account assigned to an individual. The account allows the user to gain access to Administrative Information Systems (AIS).

Assignment of an AIS User ID does not in itself provide access to computer information systems. The department must have an active procedure number before departmental employees can access the central computer. (See 85.35 for information regarding procedure numbers.) Also, the employee must request specific authorization to access each AIS system. Access to Administrative Information Systems is granted on a need-to-know basis. (See 85.33 for access authorization procedures.)

FORM INSTRUCTIONS

Complete a Network Services Account Request to obtain, change, or delete one or more accounts per individual. Complete the form using the master on 85.37.5.

Completing the Form

Most sections of the form are self-explanatory.

WSU ID Number

Completion of WSU ID Number is required before the request may be processed.

Affiliates

The University assigns WSU ID Numbers to qualified affiliates requesting Network IDs.

New Employees

A new employee is assigned a WSU ID Number when Human Resource Services processes the Personnel Action Form.

Procedure Number

A procedure number is required for AIS and UNIX accounts.

Changes

Network ID

For changes to a Network ID, see "Exceptions to Policy" on 85.37.3.

UNIX

Enter the previously-assigned UNIX ID under Requested User ID if the request is to change an existing UNIX ID.

NOTE: When an employee transfers to another department, the UNIX ID is usually retained, however, the procedure number must be changed to reflect the new department.

AIS User ID

For changes to an AIS ID, see "Exceptions to Policy" below.

NOTE: When an employee transfers to another department, the former department must notify ITS Phone and Administrative Accounts at 335-3355 to remove the employee's access to all previously authorized AIS applications. The employee's new department submits a completed Network Services Account Request form and new access request forms for each AIS application required for the employee's new duties and responsibilities. (See 85.33 for access authorization procedures.)

Terminations

Network ID

Network IDs are permanent and are not terminated.

UNIX

Enter the previously assigned User ID if the request is to terminate an existing ID. The employing department is responsible for terminating the User ID of any employee who terminates employment at WSU.

AIS User ID

ITS automatically removes authorizations to all assigned AIS applications usually within 24 hours of the separation date.

Authorization

Each request for an AIS User ID or a UNIX web account from a staff or faculty member must be signed in ink by a University employee holding expenditure authority for the supporting account.

Each request for an affiliate Network ID must be signed in ink by a University employee holding expenditure authority for the sponsoring department.

See 70.02 for an explanation of expenditure authority.

Exception to Policy (Network/AIS ID Changes)

Network and AIS IDs are considered permanent and are changed under certain circumstances only; for example:

Name changes,

Poor initial selection of Network ID,

Personal privacy issues.

To request changes to a Network ID or AIS ID, complete the applicable fields in the Exception to Policy section near the bottom of the form.

Network ID

Enter the current Network ID under From in the Complete if changing Network ID line.

AIS ID

Enter the current AIS ID under From in the Complete if changing AIS ID line.

Routing

Send the completed and approved form to the ITS Phone and Administrative Accounts, mail code 1222.

Security Administrator

ITS completes the requested action and notifies the requesting individual by interdepartmental mail, or by telephone if requested.

SECURITY

The security of network and computer services is partially dependent upon the actions of individual users. Each individual user is responsible for the following:

Safeguarding the User ID and password.

Retaining the Network Services Account Request in a secure location.

Not sharing the User ID with others. ITS assigns a User ID to an individual user.

Immediately contacting the ITS PhoneDesk if the confidentiality of a User ID is compromised.

Not including any password in automated or preprogrammed logon procedures. The user must manually enter the password to gain access to online services.

See the PDF master form:
85.37.5: Network Services Account Request
Complete and/or print as needed

70.02_Expenditure_Authority.htm

Posted in:Uncategorized

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Posted on January 06,2014 by jeremy.bass

PURCHASING
70.02
Revised 10-09
Controller's Office
335-2013

A department chair (or equivalent administrator) is responsible for supervision of departmental funds. This responsibility is subject to the approval of the college dean or other appropriate executive or principal administrative officer. (See the Faculty Manual for responsibilities of academic department chairs.)

Notification

Departments are responsible for notifying the Controller's Office when a new individual occupies a department chair position.

Use the Expenditure Authority Delegation form for notification. See the PDF version of 70.02.4 (blank master) and 70.02.3 (example). Provide the names of both past and present administrators.

SCOPE

Expenditure authority includes the responsibility for approving (or not approving) various expenditure documents which obligate departmental funds, e.g., IRI, Departmental Requisition, purchasing card transaction, Departmental Order, State of Washington Invoice Voucher.

The scope of this authority does not include the following:

Appointment authority (authorization of personnel actions). See 60.10.

Travel. See 95.01.

Contracts between the University and outside entities. See 10.10.

MONITORING AUTHORIZED SIGNATURES

Vendor departments, Purchasing, and the Controller's Office do not accept expenditure documents unless the signature name is an authorized employee.

It is not acceptable to sign another's name on an expenditure document and initial the signature.

Signatures are to include a written-out last name.
Acceptable examples: J.D. Abbott, James D. Abbott

Master Account Table

The Controller's Office adds the names of administrators and designated employees who are currently authorized to sign expenditure documents to the online Master Account Table (MAT) which is available through the Account Balances/Detail Application. See 85.33 for authorization procedures to access Account Balances.

Executive and Principal Administrative Officers

An executive or principal administrative officer automatically has expenditure authority for any budget under his or her jurisdiction.

DELEGATION

A department chair (or equivalent administrator) may delegate expenditure authority to other departmental personnel such as a departmental secretary, administrative assistant, or a principal investigator.

Only the administrator may delegate expenditure authority. A designated employee may not delegate authority to another employee.

Limits

An administrator may limit the authority by dollar amount and expenditure type. This type of control is implemented by agreement between the administrator and the employee. Since the list of authorized personnel only includes names, vendor departments and the Purchasing Office cannot monitor these types of limits.

17A Accounts

See 70.33 for special requirements for delegating 17A expenditure authority for discretionary accounts. (Use the Expenditure Authority Delegation form described in this section to delegate 17A expenditure authority.)

Removal

Remove expenditure authority when it is no longer required, e.g., when an employee changes positions, moves to a new department, or leaves the University. See also 60.74.

Delegation Form

Complete an Expenditure Authority Delegation form to delegate or remove expenditure authority. Refer to the sample on 70.02.3.

Obtain form copies by completing and printing the PDF master on 70.02.4.

Route the completed form to the Controller's Office; mail code 1025.

See the PDF form:
70.02.4: Expenditure Authority Delegation
Complete and/or print as needed.

60.10_Delegation_of_Appointing_Authority.htm

Posted in:PERSONNEL

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Posted on January 06,2014 by jeremy.bass

Only WSU officials holding delegated appointing authority may hire employees and authorize other employment actions specified below. See below for the definition of appointing authority.

For the purposes of this policy, civil service positions and positions covered by collective bargaining unit agreements are referred to collectively as classified positions.

This policy:

Specifies the positions of individuals who are routinely granted appointing authority, and

Provides the University processes for requesting appointing authority and designating authority to appoint temporary employees.

APPOINTING AUTHORITY

Definition

The WSU Board of Regents delegated to the WSU President "full authority to act for the Board of Regents for purposes of employment, appointment, discipline, or termination of any academic or exempt (administrative professional) employee of Washington State University." This delegation also includes authority to delegate this authority to subordinates. (RCW 28B.10.528)

The President delegates appointing authority to executive officers for actions involving faculty, administrative professional, and classified employees in each division. Executive officers include the Provost, vice provosts, vice presidents and chancellors. The President may delegate appointing authority to other specified administrators as necessary.

Only the President and those individuals he or she designates may hold appointing authority. An appointing authority is authorized to hire and dismiss employees and to take the additional actions specified for each employee classification, i.e., faculty, administrative professional, or classified. Appointing authority authorization is required to create new faculty, administrative professional, or classified positions.

Additional Appointing Authority

An appointing authority may not designate another employee as an appointing authority. However, an executive officer may ask the President to designate additional appointing authorities. For example, the Provost may request a college dean be designated as an appointing authority.

See the "Procedures" section below to designate additional appointing authorities.

Powers Held Only by Appointing Authorities

Only those individuals who have been designated by the President as appointing authorities may take action as appointing authorities. Such individuals may take actions for only the employee type(s) for which they have been delegated authority, e.g., faculty, administrative professional (AP), classified.

Such actions include, but are not limited to, the following actions:

Authorize creation of a new position.

Hire.

Appoint temporary faculty and administrative professional employees.

Authorize layoffs, discontinuation of appointments, non-reappointments, and changes to full-time equivalencies (FTE).

Discipline, i.e., demote, dismiss, suspend, or reduce pay.

Modify previous disciplinary actions or withdraw disciplinary charges in accordance with the Faculty Manual, the Administrative Professional Handbook, and/or the Washington Administrative Code as applicable.

Reassign an employee.

Take any action to end employment, including terminate employment for cause, disability separation, or a make a finding of a presumed resignation.

Reject an employee during his or her probationary period.

Reject an employee during his or her trial service period.

Provost/Vice Provost Approval Tenure Track Faculty

Only the Provost and/or the Vice Provost for Faculty Affairs may authorize an offer of employment to a tenure track faculty member. The WSU Faculty Manual provides guidance for determining when the Provost should be consulted regarding other decisions affecting faculty members.

Prior Authorization by President/Provost Required

Authorization is required prior to discussion OR extension of an offer to positions with direct appointments to vice presidents, chancellors, deans, or the WSU Athletic Director. Specifically, for direct appointments:

Deans must receive approval from the Provost prior to discussing an offer with a candidate;

Chancellors must receive approval from the President or Provost prior to discussing an offer with a candidate;

Vice presidents and the Athletic Director must receive approval from the President prior to discussing an offer with a candidate.

EMPLOYING OFFICIAL

Classified Positions

An "employing official" is defined as: "An administrative or supervisory employee designated by the appointing authority to exercise responsibility for requesting certification, interviewing eligible candidates, and recommending appointment of individuals to classified positions." (WAC 357-01-150)

Appointing authorities of classified employees are also employing officials for such employees.

Faculty and AP Positions

University appointing authorities may designate administrative or supervisory employees as employing officials to exercise responsibility for requesting certification, interviewing eligible candidates, and recommending appointment of individuals to faculty and AP positions.

"Hiring Manager"

The University also refers to the employing official as the "hiring manager."

Additional Employing Officials

Appointing authorities may designate other administrators as employing officials.

Employment Actions

An employing official would typically be involved in the following employment actions regarding employees:

Recruit and interview applicants.

Approve requests for leave.

Approve requests for use of compensatory time.

Approve changes to a work schedule.

Appoint hourly employment if so designated by appointing authority (not temporary AP or faculty appointments).

TEMPORARY (HOURLY / PIECE WORK) EMPLOYEES

An appointing authority may designate a subordinate to approve temporary employment (hourly or piece work) appointments. See below for designation procedures. See also 60.26.

In order to provide internal fiscal control, the designated subordinate should not be the same employee who is assigned responsibility for temporary employment payroll functions.

The subordinate may not delegate to other employees the authority to approve temporary employment appointments.

DESIGNATION OR DELEGATION PROCEDURES

Faculty, Administrative Professional, Classified Appointments

To request appointing authority, to replace an existing designation of appointing authority, or to nominate an additional appointing authority for faculty, administrative professional, or classified appointments, the executive officer completes and routes a Request for Appointing Authority Delegation form to Human Resource Services. Complete and/or print the PDF master on 60.10.6 to make copies of the form as needed.

If the request is for appointing authority for faculty, the executive officer must submit the form to the Provost for approval prior to routing to Human Resource Services.

Upon receipt of the Request for Appointing Authority Delegation, HRS verifies the information and forwards the request to the President. The President decides whether or not to issue a letter of delegation to establish the appointing authority. If such a letter is issued, a copy is sent to HRS for retention in the delegation files (see below).

Temporary Hourly, Piece Work, Time Slip Appointments

To receive appointing authority for temporary hourly, piece work, or time-slip appointments, an employee must attend Temporary Employment System (TEMPS) training through HRS. The employee must also complete a TEMPS Access Request form approved by the department appointing authority. HRS distributes copies of the form at each TEMPS training session.

Send the approved form to HRS and file a copy in the department file.

Removal of Appointing Authority

Only the President may authorize the removal of appointing authority for an active employee.

Upon separation of employment, the department must contact HRS to request removal of appointing authority for the employee. The department may use a Request for Appointing Authority Delegation form to notify HRS, selecting Delete next to the indicated employee's name. See 60.10.6.

Upon receiving the written notification, HRS removes the appointing authority from the official list.

DELEGATION FILES

HRS maintains the master file of delegations of appointing authority.

To view the current list of delegations of appointing authority, go to the HRS web site at:

http://www.hrs.wsu.edu

Select Manager's Toolkit; then
Select Appointing Authority Information.

HRS also maintains the forms which name employees who are designated to approve temporary employment appointments. See above.

See the PDF master form:
60.10.6: Request for Appointing Authority Delegation
Complete and/or print as needed

60.26_Temporary_Employment_Program.htm

Posted in:PERSONNEL

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Posted on January 06,2014 by jeremy.bass

OVERVIEW

The University employs temporary employees to meet short-term and intermittent workload needs.

The University hires temporary employees for the following purposes:

Ongoing part-time work,

Extra work required for a work load peak, and

To complete a special project, or a cyclic work load.

Temporary employees, as referred to in this section, are also known as hourly, piece work, or time slip employees.

Limits

The University may only employ temporary workers for a maximum of a specified number of hours in a given period of consecutive months. These limits are provided below for student and nonstudent employees.

Consecutive Months Defined

A period of consecutive months begins with the effective date of appointment. The period ends on the day preceding that date any number of months later.

Replacing Civil Service or Collective Bargaining Unit Employees

Temporary employees may not be hired to replace civil service or collective bargaining unit employees who are laid off due to lack of funds, lack of work, organizational changes, or termination of project employment.

STUDENT EMPLOYEES

Definition of a Student

For purposes of temporary employment, a student is one who is enrolled at WSU for six or more credit hours during fall or spring semesters. During summer session a student is one who is enrolled for three or more credit hours.

Students enrolled for less than six credit hours who receive financial aid are also considered students.

Student temporary employees may not be hired to fill a position currently or formerly occupied by a civil service or collective bargaining unit employee during the current or prior calendar year or fiscal year.

Maximum Hours

The law limits student employment to a maximum of 516 hours worked in any six consecutive months, excluding hours worked during the summer and other academic year holiday breaks. (WAC 357-04-040)

WSU academic holidays are periods when school is not in session. Academic holidays include time in November, December, January, and March and from semester-end in May to the start of the fall semester in August.

F-1 Status

Foreign students who hold F-1 nonimmigrant status are limited to 20 hours of work per week while school is in session. Contact International Programs--Global Services for more information.

Exceptions

The following types of students are exempt from the hours limitations, in accordance with WAC 357-04-040:

Student body officers or student organization jobs such as student officers or student news staff members.

Students employed in jobs which are directly related to their major fields of study and which provide training opportunities.

Students in documented and approved internship programs which consist of academic components and work experience.

Work Study

The work study program pays 60 percent of an employee's gross salary. The employing department pays the remaining 40 percent.

If a work-study student's employment exceeds eligibility in terms of gross earnings or dates of eligibility, the employer is required to pay 100 percent of the noneligible wages.

Hiring departments may consult the following sources for information about workstudy allocations for student employees:

Online Temporary Employment System (TEMPS)

Contact Human Resource Services for information about TEMPS training and access; telephone 335-4521.

DEPPS Administrative Information System

See 85.33 for information about Administrative Information System access.

Office of Financial Aid and Scholarships

See the Office of Financial Aid and Scholarships website at:

http://www.finaid.wsu.edu/

Work-study employees cannot be employed on a piece-rate basis. For additional work study compensation information, contact the Office of Financial Aid and Scholarships; telephone 335-9711; or see the Temporary Employment Classification Compensation Plan on the Current Employees Classification and Compensation page of the HRS website at:

http://hrs.wsu.edu/

NONSTUDENT EMPLOYEES

Maximum Hours

Nonstudent temporary employment is limited to 1,050 hours of employment in any 12-consecutive-month period. (WAC 357-04-045, WAC 357-19-435) (See above for a definition of consecutive months.)

Monitoring Begin Date

Start counting hours on the Monitoring Begin Date. The Monitoring Begin Date is always the first day of the pay period in which an appointment begins, i.e., the first or the sixteenth.

More Than One Position

Hours worked in all temporary positions that an employee holds at WSU count toward the total hours worked. If an employee has one temporary employment position and accepts another, the hours from both WSU temporary positions count toward the total hours the employee may work during one year.

Overtime

Overtime hours are not included in the 1,050 hours.

Remedial Action

Violations of temporary employment hours limitations can result in remedial action. Remedial action is the awarding of a permanent civil service or collective bargaining unit position which may include retroactive salary, benefits, and seniority. (WAC 357-19-450)

Remedial action may occur when the temporary employee's appointment does not comply with state temporary employment regulations, i.e.:

The employee works in one or more temporary employment positions for more than 1,050 hours in any 12 consecutive months since the employee's Monitoring Begin Date. (NOTE: Overtime and hours worked as a student are not included in the 1,050 hour limit.)

The position is subject to state civil service regulations.

The employee is not part of a willful failure to comply with state regulations.

The employee must file a written request for remedial action with the Office of the State Human Resources Director within 30 calendar days of the effective date of the alleged violation. (WAC 357-19-448)

Notice of Conditions

Employers are required to give all nonstudent temporary employees written notice of the conditions of their employment prior to the commencement of each appointment and/or upon any subsequent change to the conditions of their employment. (WAC 357-19-444) See 60.27 for information regarding the Conditions of Employment form.

COMPENSATION

Pay

The rate of pay for temporary employees is based on the Temporary Employment Classification and Compensation Plan. Copies of the plan are available in the following locations:

Human Resource Services; telephone 509-335-4521

Human Resource Services web site:

http://hrs.wsu.edu/

Online TEMPS

Temporary employees are paid on a positive pay basis. See 55.26 and 60.61.

Overtime

Employment of temporary employees is subject to the Fair Labor Standards Act which requires that employees be paid at a rate of one and one-half times their normal rate for work in excess of 40 hours in a single workweek.

Workweek Defined

A normal workweek is the period from 12:01 a.m. Sunday to midnight Saturday.

Benefits

Refer questions regarding benefit eligibility to Human Resource Services.

Retirement

Nonstudent temporary employees who work 70 hours or more per month for any five months in a 12-month period are eligible for PERS II or PERS III retirement plan participation and are required to participate.

Insurance

Human Resource Services (HRS) monitors insurance benefit eligibility in accordance with the Health Care Authority rules. A nonstudent temporary employee who works 480 hours or more in a consecutive six-month period, working a minimum of eight hours each month, is eligible for insurance benefits at the beginning of month seven. NOTE: The employee must report a minimum of eight hours worked in month seven in order to receive the insurance benefits.

An employee is eligible for insurance benefits from the date of initial employment if the employing department anticipates that the employee will work 480 hours or more in a consecutive six-month period, working a minimum of eight hours each month. If not initially eligible, and if the anticipated work hours are revised and the employee meets the eligibility criteria noted above, the employee becomes eligible for insurance benefits the first of the month following the effective date of the revision. Notify HRS regarding revisions to anticipated work hours.

A nonstudent temporary employee must work a minimum of eight hours each month or the employee loses benefit eligibility. An employee who loses benefit eligibility must work a minimum of 480 hours or more over a subsequent, consecutive six-month period, working a minimum of eight hours in each month, in order to reestablish eligibility.

Workers' Compensation, Unemployment Compensation

All temporary employees are covered by workers' compensation. Nonstudent temporary employees are covered by unemployment compensation.

Department Costs

Departments must pay the cost of Public Employee Benefit Board (PEBB) medical, dental, life, and long-term disability insurance and PERS II or PERS III retirement coverage for qualifying nonstudent temporary employees.

Benefits Not Received

Temporary employees do not earn sick leave, annual leave, or a personal holiday. They are not paid for holidays.

Student temporary employees are not covered by unemployment compensation.

CHILD LABOR

Contact the Human Resource Services (HRS) to review the position's duties and hours of employment before employing a minor (anyone under 18 years old).

Parental Consent

The employing department is responsible for securing parental consent before hiring a minor. The department obtains a Parents/School Authorization for Employment of a Minor form from the State of Washington Department of Labor and Industries website at:

http://www.lni.wa.gov

Select For Business, then
Select Workplace Rights, then
Select Teen Workers, then
Select Teen Worker Forms and Publications.

The department completes the top portion of the form and routes it to the minor's parent for authorization. After the parent returns the signed form, the department retains the authorization in the employee's departmental personnel file.

Age Limit

WSU units are not to employ anyone under 16 years of age. In unusual circumstances permission to hire 14- and 15-year-old individuals may be granted by HRS on an exception basis. Route detailed written exception requests to HRS.

WSU EMPLOYEES IN TEMPORARY EMPLOYMENT POSITIONS

Faculty and Administrative Professional Staff

If a WSU faculty or administrative professional employee accepts a temporary employment position, the restrictions governing extra compensation apply. For faculty employees, see 60.44 for specific restrictions governing extra compensation.

Administrative professional employees are to coordinate temporary employment with HRS since such employment may affect civil service and/or Fair Labor Standards Act exemptions.

Civil Service Employees

If a civil service employee accepts temporary employment, hours worked on the temporary employment assignment are added to hours worked on the civil service assignment for overtime purposes.

Overtime-eligible employees earn overtime pay at a rate of time and one-half for hours worked in excess of 40 hours in one week.

Reporting Hours

Differing Work and Pay Rate

If the work differs and, thus, the rates of pay differ, the civil service employee may receive a rate based upon a weighted-average for the overtime hours. The department is to report those hours on a Positive Pay Report or Unit Pay Report. Contact HRS for more information.

Collective Bargaining Unit Employees

An employee covered by a collective bargaining unit agreement must refer to the applicable agreement for restrictions governing temporary employment and for reporting procedures.

NOT TEMPORARY EMPLOYMENT

The following are other employment terms which may be confused with temporary employment appointments as described in 60.26 and 60.27.

Faculty and Administrative Professional Staff

Regular appointments to faculty and administrative professional positions may have an appointment end date but these appointments are not considered temporary employment appointments. See 60.25.

Faculty Timecard

Faculty and administrative professional employees who perform duties or services which are clearly beyond what is reasonably expected in the performance of regularly-assigned duties may hold faculty timecard appointments. Faculty timecard appointments are not considered temporary employment appointments. See 60.42.

Civil Service and Collective Bargaining Unit Employees

Probationary/Trial Service Appointments

Probationary and trial service appointments are not temporary employment appointments. These employees are completing the training and evaluation period within a permanent civil service or collective bargaining unit position.

Grant and Contract Temporary Appointments

Employees appointed to duties included in a civil service or collective bargaining unit position job description for 20 or more hours per week for more than six months are civil service or collective bargaining unit employees regardless of the source of funds or a specific termination date.

Reporting Hours

Same Job and Pay Rate

Use a civil service or collective bargaining unit employee's regular Time Report as the pay document for extra hours worked as a temporary employee if the employee is doing the same kind of work.

Specify the budget code(s) to charge the additional hours (either regular hours or overtime hours).

Assistants

Students with appointments as teaching, research, or staff assistants are not on temporary employment appointments.

60.27_Temporary_Employment_Processing.htm

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OVERVIEW

Complete the online applications and forms described in this section to employ temporary workers. See 60.26 for regulations regarding temporary employment appointments.

This section provides procedures for the following:

Creating a temporary employment position;

Posting a job announcement;

Completing an application for temporary employment;

Checking for work study authorization, if applicable;

Creating and maintaining a temporary employment appointment;

Orienting a new temporary employee; and

Monitoring hours worked or pieces completed.

Temporary Employment System (TEMPS)

Departments are to use the online Temporary Employment System (TEMPS) to create, update, and display temporary employment positions and appointments. For faculty timecard appointments, refer to 60.42.

Approval and Training

To access, enter, and/or approve information in the TEMPS system, employees must obtain approval from the department appointing authority and complete TEMPS training offered by Human Resource Services (HRS). Contact HRS for more information.

TEMPORARY EMPLOYMENT POSITION

To create, update, or display a temporary employment position, select from the menu items in the Position section of the TEMPS home web page.

Refer to the TEMPS training handout from HRS for information on displaying and maintaining temporary employment positions. Contact HRS for more information.

JOB POSTING

Job announcements may be posted for viewing on the Student Employment website. To post job announcements, go to:

https://wsu.studentemployment.ngwebsolutions.com/

Select On-Campus Employers.

Contact Student Employment within the Office of Financial Aid and Scholarships for assistance; telephone 335-9711.

Prospective applicants, both students and nonstudents, may check the website for the most up-to-date job opportunities.

TEMPORARY EMPLOYMENTAPPLICATION

Applicants for temporary employment must complete an online basic information application through the JobXâStudent and Non-Student Employment website. Applicants for employment with some departments must also complete additional applications, as indicated.

Prospective employees may obtain basic information and application forms and some departmental application forms from the Student Employment website at:

https://wsu.studentemployment.ngwebsolutions.com/

Additional information solicited from the applicants must conform to the Preemployment Inquiry Guidelines found in 60.08.

WORK STUDY AUTHORIZATION

Hiring departments must check the work study authorization for prospective student employees by accessing the online TEMPS, the Departmental Education Personnel Payroll System (DEPPS), or by contacting Student Employment.

View in TEMPS

To view the Work Study Authorization Information in TEMPS:

Select Display Related Info in the Employee section of the TEMPS home page.

Enter the employee's WSU ID number.

Select Continue.

Work study information appears in the Student Information section of the Display Employment Related Data screen.

View in DEPPS

To view the Work Study Authorization Information in the DEPPS:

Select DEPPSInquiry.

Select Query Work Study Info.

Enter the employee's WSU ID number.

Press enter.

This screen shows the award amount, authorized period, source, and current earnings.

See 85.33 for information on obtaining access to DEPPS and other Administrative Information System (AIS) applications.

CREATE TEMPORARY EMPLOYMENT APPOINTMENT

Use the online TEMPS to create appointments for temporary employees. TEMPS is also used to update and display appointment information about temporary employees .

Refer to the TEMPS training handouts from HRS and the instructions below to add and maintain temporary employment appointments.

The Appointment section of the TEMPS contains confidential information. Shred screen prints and related documentation that are no longer needed. See also disposal procedures for confidential records in 90.01.

Faculty Time Card Appointment

To create a new faculty time card appointment, select the Faculty Time Card Appointment section of the TEMPS. See also 60.42.

Appointment Add Screen

Select Add under the Appointment section of the main TEMPS menu. Enter the employee's WSU ID number and a position number or WSU organization number. Select Continue.

Name Search Screen

If the employee's WSU ID number is unknown, select Name Search.

At the Name Search Screen, enter as much data as possible. TEMPS returns a list of possible matches to the data entered. If a match is found, click the Select button to the left of the name.

If no match is found,the individual has no record in the system. An initial employee record must be created in Campus Community before the appointment can be entered into TEMPS. See below regarding procedures for creating an initial employee record in Campus Community.

List of Positions Screen

If there is more than one position available for the organization number entered at the initial Select Employee and Position to Add Appointment screen, TEMPS shows a List of Positions screen.

Select the listing for employee's new position.

Update Employee Data Screen

Review the employee, employment, and student data. Enter missing information and select Update or Continue.

Add Appointment Screen

Enter all necessary appointment data and select Add to submit appointment to HRS for process or Email for Approval to route appointment to appropriate departmental personnel for approval.

Additional Data Entry Instructions

See the TEMPS Training Manual for additional data entry instructions. To access the manual, select the Temporary Employment System (TEMPS) link on the HRS Access to HR Systems website at:

http://hrs.wsu.edu/Access%20to%20HR%20Systems

UPDATE TEMPORARY EMPLOYMENT APPOINTMENT

Select Update from the Appointment section of the TEMPS home page main menu to make changes to a temporary employment appointment. Refer to the TEMPS training handout from HRS for details.

PRINT DISPLAY APPOINTMENT SCREEN

Provide copies of the following employment information to student and nonstudent temporary employees:

Display Appointment screen print,

Temporary Employment Program Information, and

Conditions for Temporary Employment form.

Provide a copy of the signed Conditions for Temporary Employment form to the employee and retain the original in the departmental employee file. Obtain copies by printing the Conditions for Temporary Employment screen in TEMPS.

Department

If desired, print a copy of the Display Appointment screen for departmental files.

FORM I-9

Employing departments document verification of eligibility on USCIS Employment Eligibility Verifications (Form I-9).

All new employees including U.S. citizens must present an original document or documents that establish identity and employment authorization within three business days of the date employment begins (also referred to as the hire date). Refer to 60.04 for instructions on completing Form I-9.

W-4

WSU requires that a current federal W-4 form be on file in the Payroll Services Office for each University employee. This applies whether or not the employee is subject to federal withholding tax.

Obtain W-4 forms from Payroll Services, French 236, or download W-4 forms from the Payroll Services web site:

http://www.wsu.edu/payroll/

DEADLINES

Refer to the Payroll Documents Schedule. See 55.04.

INITIAL EMPLOYEE RECORD

To create an initial employee record, the department creates a person record in Campus Community.

Campus Community

Campus Community is the core information module within the student and personnel information system (zzusis) where all person and external organization records are created, stored, and accessed. Campus Community is accessed through the zzusis portal at:

https://portal.wsu.edu/

Information Techology Services manages access to Campus Community. Contact the ITS Help Desk for questions regarding Campus Community; telephone 335-4357.

For detailed instructions for all fields in Campus Community, refer to the zzusis Training area within the portal.

Required Data Elements

In order for critical biographical data to flow correctly into DEPPS and TEMPS, the department must initially enter the following data elements into Campus Community:

First and last name,

Mailing address,

Social security number,

Gender,

Date of birth, and

Immigration status (non-U.S. citizens only).

Missing Data or Errors

If data is missing or an error is made in any of these fields, the department or Payroll Services must first enter the data or correct the error in Campus Community before TEMPS allows creation or completion of the employee record and/or appointment. Contact Payroll Services for more information; telephone 335-9575.

Department Correction

Departments may replace the default data in the social security number (SSN), gender, and date of birth (DOB) fields in Campus Community with the correct data. Payroll Services must make all other corrections to critical biographical employee data. See below.

The default data for the SSN field is 999-99-9999.

The default data for gender is unknown.

The default for the DOB field is blank (no data).

Payroll Services Correction

Payroll Services must make all other updates to SSNs, gender, and DOBs. The department must provide a change request with the following information to Payroll Services to verify and update non-default data in SSN, gender, and DOB fields.

The department submits a change request to Payroll Services that includes:

The individual's name,

The individual's WSU ID number, and

Documentation to verify the field data to be corrected.

Acceptable documentation includes the following:

SSN: A copy of the social security card or a letter from the Social Security Administration which includes the typed SSN.

DOB: A copy of a military ID card, driver's license, passport, birth certificate, or state ID card.

Gender: A copy of a military ID card, driver's license, passport, birth certificate, state ID card, or court order.

The department may fax the change request to Payroll Services; fax number 509-335-1472; or deliver the request in person to the Payroll Services office in French Administration 236.

ORIENTATION

Use the Temporary Employee Orientation Checklist on page 60.27.8 as an aid to orient the employee.

Orientation Checklist

Discuss the reason for the temporary employment, the hours of work and the hourly rate of pay, the duration of the appointment as adjusted by any current or former temporary employment, the name of the employee's supervisor, employee benefits, the expected Washington Department of Personnel status at the conclusion of the temporary employment, and the employee's appeal rights. See 60.26. (WAC 357-19-444)

Safety Procedures

Orient the employee to the unit's safety procedures. Use the checklist on SPPM 2.16.2.

Providing Written Orientation Information

All of the employment orientation information must also be given to the employee in writing.

Students and Nonstudents

Use printed copies of the Display Appointment, Temporary Employment Program Information, and Conditions for Temporary Employment form to provide this information to student and nonstudent employees.

If not previously provided, give a copy of the signed Conditions or Temporary Employment form to the employee and retain the original in the departmental employee file. Obtain copies of the form by printing the Conditions for Temporary Employment screen in TEMPS.

Changes

Any change to the conditions of employment must also be written. Print copies of the Display Appointment screen with the revised information. For student and nonstudent employees, attach the Conditions for Temporary Employment form with any additional changes to the conditions of employment.

Reporting Hours or Pieces

Give the employee a time/piece record to maintain a record of hours worked or pieces completed and explain the significance of accuracy in reporting this information. The time/piece record may be a Daily Activity Report, a time clock card, or an alternate time/piece record approved by HRS. Use one form per pay period. Ask the employee to report partial hours as decimal fractions. See 60.61.

NOTE: There is no University requirement that the hours of work for graduate students appointed to assistantship positions be reported on a Daily Activity Report or other similar document.

Direct Deposit

Encourage temporary employees to direct deposit their paychecks. The employee submits a Direct Deposit Authorization to the Payroll Office to request direct deposit. See 55.50.

MONITORING

Employing units must monitor the number of pieces and hours worked in order to comply with temporary employment regulations. The employee may not exceed employment limitations. The employer must terminate the employee's work when hour limits have been met. See 60.26.

PEAR and Positive Pay Report/Unit Pay Report

For nonstudent employees, the TEMPS Employee Data screen, the Payroll Expenditure Audit Report (PEAR), and the Positive Pay Report or Unit Pay Report (SCAN sheet) include the cumulative number of hours worked and the Monitoring Begin Date. Use this information to avoid exceeding the maximum hours of employment. For more complete information about these reports, see 55.26 and 55.22.

Earnings Statements

The total hours the nonstudent temporary employee worked since the employee's Monitoring Begin Date (excluding overtime) are reported to the employee on the employee's earnings statement or pay stub.

See the PDF form:
60.27.8: Temporary Employee Orientation Checklist
Complete and/or print as needed.

60.42_Faculty_Timecard.htm

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OVERVIEW

Faculty timecard is used for faculty and administrative professional employees holding current or adjunct appointments.

The faculty timecard process provides positive-pay for WSU employees for duties or services which are clearly beyond regularly-assigned duties.

Non-WSU Employees

Faculty timecard may be used for appointments for non-WSU employees who are doing faculty kinds of work for which other temporary employment designations are not appropriate. Contact Human Resource Services (HRS) for assistance with these exceptions.

REGULATIONS

Create Appointment

The faculty timecard appointment must be entered into the online Temporary Employment System (TEMPS) before the Appointment Funding Begin Date.

NOTE: To access and enter information into the online TEMPS system, employees must attend training and obtain approval from HRS. Contact HRS for more information; telephone 335-4521.

Annual Limits

Timecard appointments are for one year or less.

Benefits

Holding a timecard appointment does not qualify an employee for benefits such as sick leave or annual leave. However, holding a timecard appointment may qualify an employee for employee insurance benefits. Contact HRS for more information; telephone 335-4521; or refer to the HRS website at:

http://www.hrs.wsu.edu/

Conditions of Temporary Employment--Benefit Eligibility

The department must provide temporary faculty appointed through the faculty timecard process with written notice of benefit eligibility prior to the commencement of each appointment (WAC 182-12-113). The department generates such written notice by printing the Conditions for Temporary Employment form screen in the Temporary Employment Processing System (TEMPS).

The department obtains the employee's signature on the form and provides the employee with a copy. The department must retain the original, signed document in the temporary employee departmental file. (See 90.01 for records retention requirements.)

EXCEPTION: The department is not required to provide such written notice to a benefit-eligible faculty employee with a faculty timecard appointment for overload (duties or services which are clearly beyond regularly-assigned duties).

ADD APPOINTMENT IN TEMPS

Select Add from the Faculty Time Card Appointment section of the online TEMPS to establish a timecard appointment. Refer to the TEMPS training handout from HRS and the instructions in 60.27 to complete the Add Faculty Time Card Appointment screen.

Briefly summarize the duties or services to be performed in the Description of Duties and Justification for Compensation section of the screen.

Provide a copy of the Faculty Time Card Appointment screen and the Faculty Timecard Information screen to the employee.

Current Employees

Obtain current information; e.g., social security number, name, WSU number; from online TEMPS or the DEPPS Administrative Information Systems.

To obtain current employee information in TEMPS:

Select Display under the Faculty Time Card Appointment section or

Select Display Related Info under the Employee section.

New Employees

New employees must complete the following federal forms:

I-9 (see 60.04 for information) and

W-4 (see 55.10).

Each new temporary faculty employee must also have an adjunct appointment. Submit a personnel action through the Personnel/Position/Payroll Electronic Routing Management System (PERMS) to add adjunct personnel. See 60.25.

Departments obtain appointment information from the online TEMPS program by selecting Display under the Faculty Time Card Appointment section.

Sponsored Project Supported

The online TEMPS system automatically routes any faculty timecard appointment created to pay extra compensation from sponsored project funds, e.g., grants, to Sponsored Program Services for approval.

The online TEMPS system also automatically routes any faculty timecard appointment created to pay from summer session funds to Summer Session for approval.

POSITIVE PAY TIME ENTRY

The employee submits a completed Daily Activity Report to the department. See 60.61 for form completion instructions.

The department enters the employee's hours into the Positive Pay Time Entry application in online DEPPS. Refer to 55.22 for instructions regarding Positive Pay Time Entry.

DEADLINES

Refer to the Payroll Documents Calendar for submittal deadlines. Use the deadlines indicated for faculty timecard documents. See 55.04.

90.06_Release_of_Student_Education_Records.htm

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OVERVIEW

University personnel are responsible for disclosing and withholding disclosure of student education records in accordance with the following University guidelines. (These guidelines are based upon WAC 504-21 and WAC 504-45.)

STUDENT RECORDS OFFICER

The University Registrar located at WSU Pullman is the Student Records Officer designated by the President. Questions regarding the disclosure of student records should be directed to the Student Records Officer. At a regional campus disclosure questions should be directed first to the Registrar at that campus. The campus Registrar may refer such questions to the Student Records Officer.

The Student Records Officer is responsible for reviewing unusual requests for information and for assisting in the interpretation of these rules. The Student Records Officer is also responsible for receiving and/or hearing appeals as defined in WAC 504-21-040.

A departmental administrator should seek assistance from the Student Records Officer when the administrator is unsure whether or not a given record should be released.

EDUCATION RECORDS

Student education records include any file, document, or other material which provides information directly related to a student. A student is any person who has ever been in attendance (officially enrolled as of the first day of classes) at the University and with respect to whom the University maintains education records or personally-identifiable information.

Not Educational Records

The following are not considered student education records:

Records of the WSU police department that are created and maintained by the WSU police department for the purposes of law enforcement.

Records which relate to the student's capacity as an employee. The personnel records review rules apply. See 90.07.

Records made by instructional, supervisory and administrative personnel, which are not accessible to any other person except the maker's substitute or administrator.

Student medical records created or maintained by a WSU physician, psychiatrist, psychologist, or other recognized professional or paraprofessional acting or assisting in that capacity that are created, maintained, or used only in connection with the provision of treatment to the student, and are not available to anyone other than persons providing such treatment. Such records can be personally reviewed by a physician or other appropriate professional of the student's choice. In addition, health care information may be disclosed if authorized by state law.

Financial Records

Financial records are considered to be a type of student education record. All provisions regarding student education records apply to student financial records held by the University.

RELEASING RECORDS

Student Access

A student may review his or her education records. The department having custody of the information must provide a response to a student's request within a reasonable time, but in no case more than 45 days after a request. (WAC 504-21-040)

Where records or data include information on more than one student, the requesting student may view only his or her part of the record.

Students may obtain copies of their official WSU academic records from the campus registrar.

Recommendations, Evaluations, and Comments

Students may review and receive copies of recommendations, evaluations, and comments concerning themselves if these statements are provided in privacy, expressed or implied, on or after January 1, 1975.

Statements made before January 1, 1975 may be reviewed by the student only with the consent of the author.

Waiver of Right to Review

Students may waive the right to review information about themselves including confidential recommendations associated with:

Admission to any educational institution.

Applications for employment.

Documents filed and maintained at the student's request at Career Services.

Faculty evaluation and other education records placed in departmental files when the department serves in a placement or referral capacity.

Conditions for Waiver

A student's waiver of rights applies only if all of the following apply.

The student can obtain the names of all persons making confidential statements concerning him or her.

The confidential statements are used solely for the purpose for which they were originally intended.

The waivers are not required as a condition for admission, receipt of financial aid or receipt of any other services or benefits from the University.

Access by WSU Personnel

The following University personnel may access personally-identifiable student records without the written consent of the student:

Any WSU employee with a "need to know" based upon official University duties or concerns.

Faculty and students appointed to a President's standing committee, a Faculty Senate committee, or any other WSU committee with a "need to know" based upon official University duties or concerns.

Use of student records is such cases is strictly limited to the performance of official University responsibilities. (WAC 504-21-050(a))

Employee access to secured online student education records requires approval by appropriate administrators and completion of privacy training. See 85.33.

Academic Researchers

Education records may be used for legitimate academic research; provided that:

The procedures utilized and the reported findings do not violate the student's confidence;

Students' names are not be included in the study or in any way linked with the data;

Case histories and case records are sufficiently disguised to prevent identification of the individuals involved;

The student's written permission is obtained where individual identification occurs; and

Researchers comply with the policies and procedures included in 45.50 regarding human subjects.

Access by Non-WSU Personnel

Student's Consent

Generally, non-University personnel must have the student's written consent in order to access personally-identifiable student information. Students may release personally-identifiable information about themselves with a written, signed, and dated consent statement. A valid written consent statement may be generated and approved electronically through an official University online application. The consent statement is to include:

Specifications of the information to be released.

The reasons for the release.

Identification of the parties to whom the information will be released. Exception: Career Services forwards applications and related information to prospective employers in response to employment openings based on a general signed release by the student that covers these types of releases.

Without Consent

The University permits access or release of personally-identifiable information to the following parties without the consent of the student:

Appropriate persons in connection with an emergency may access information if the knowledge of such information is necessary to protect the health or safety of a student or other person(s).

Parents or legal guardians of a student who have established the student's dependency status according to Internal Revenue Code of 1954, Section 152, may access information about that student's educational and financial status.

Federal and state officials for audits or evaluations of federally- or state-funded programs or enforcement of the federal or state legal requirements which relate to these programs may access related information about students.

Persons or organizations providing financial aid or making decisions relating to providing financial aid may have access to information about students associated with the individual programs.

Any person or entity designated by a lawfully issued subpoena or judicial order may access related student records. Contact the Attorney General's Office regarding this type of request; telephone 335-2636.

Accrediting organizations carrying out accrediting functions may access student records.

Directory Information

The University may release directory information contained in a student's education records. "Directory Information" refers to information contained in an education record that would not generally be considered harmful or an invasion of privacy if disclosed.

Directory information includes the following: name (including any former name), local and permanent addresses, telephone numbers, e-mail addresses, major and minor fields of study, participation in officially recognized sports, weight and height of members of athletic teams, dates of attendance, enrollment status (e.g., undergraduate, graduate; full-time or part-time), grade level, status as graduate assistant and assignment, degrees, certificates, and awards received (including the President's Honor Roll), and the most recent previous educational institution attended by the student.

Directory Restriction

Students may request that the University not release directory information by indicating "restrict address" on the online zzusis Portal's address update screen (see 90.70), or by filing a written request with Payroll Services by the second Friday of the academic semester.

NOTE: If a student files a directory restriction, his or her name, address, telephone number, and e-mail address are not published in the online campus directory. In addition, the University does not release the student's name in any University press releases, including President's Honor Roll notification to hometown newspapers.

For more information regarding directory restrictions, contact the Registrar's Office, French Administration Building, Room 346.

APPEALS

To appeal the denial of a request to review his or her student records, a student submits an appeal to the appropriate dean or director, and subsequently to the Student Records Officer using the procedures in WAC 504-21-040.

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OVERVIEW

University departments use mainframe computer applications to conduct various University functions. For security reasons, the University controls access to applications which are Administrative Information Systems (AIS). To authorize, remove, or change access to an AIS application, departmental personnel complete and route an AIS Access Request form. Completion and routing instructions for this form are included in this section.

NOTE: When an employee transfers to another department, the former department must notify ITS Phone and Administrative Accounts at 335-3355 to remove the employee's access to all previously authorized AIS applications. The employee's new department submits a completed Network Services Account Request form and new access request forms for each AIS application required for the employee's new duties and responsibilities. (See 85.37 regarding procedures for requesting a network services account.)

ITS automatically removes authorizations to all assigned AIS applications, usually within 24 hours of the date an employee separates from University employment.

Additional Requirements

Prior to completing and routing an AIS Access Request, the department should ensure that the following steps have been completed:

Mainframe Connection

The department must acquire appropriate equipment and software. Information Technology Services (ITS) personnel can assist the department with the purchase of equipment and connection software capable of accessing the University's mainframe computers. Contact the ITS Technical Assistance Center for assistance; telephone 335-5396.

Departments may obtain the free connection software, called QWS3270 or TN3270, by going to:

https://techstore.wsu.edu/softwareLibrary.aspx

Select MS Windows Software, then
Select the QWS3270 program to download;
or
Select Macintosh Software, then
Select the TN3270 program to download

Procedure Number

The department must have been assigned an active ITS procedure number to use the mainframe computer. ITS uses the procedure number to bill for computer usage. See 85.35.

AIS User ID

Before being allowed to access specific applications, each employee must be assigned an AIS User ID. See 85.37.

NOTE: The following applications may be accessed for inquiry only by anyone with a valid AIS User ID: Campus Automobile Reservation System (CARS), Purchasing/Accounts Payable/Receiving Application (PAPR), Service Center Billing/Stores Inventory (SCBAIMS), WSU Organizational Directory (WSUORG).

Security

Many AIS applications provide access to sensitive University data. Administrators are to exercise discretion when authorizing employee access to University applications and data. University employees with a demonstrated "need-to-know" may access online information. Administrators are responsible for ensuring that authorized employees are aware of data security requirements.

Release of Data

University employees and administrators are to refer questions regarding release of data in an AIS application to the responsible administrative office. Data is released in accordance with regulations in 90.05, 90.06, and 90.07. (Refer to the grid in the PDF version of 85.33.12 or on page two of the AIS Access Request for the responsible administrative office for each application.)

Documentation

Help and documentation are available online for most AIS applications.

Training

Training for each AIS application is provided by the responsible a dministrative office.

FORM COMPLETION

Complete a separate AIS Access Request form for each employee and for each application.

Use the AIS Access Request to obtain or update access to those general-use AIS applications discussed in this section and listed on the back of the form. Other more specialized AIS applications may have alternative procedures.

NOTE: The employee must obtain an AIS User ID prior to sending the AIS Access Request form to the applicable administrators for approval. See 85.37.

To obtain copies of the form, departments may choose from the following versions:

PDF version AIS Access Request. Complete and/or print the form master on 85.33.13-14.

Automated template AIS Access Request. Available from the Procedures, Records, and Forms FileMaker Forms website at:

http://public.wsu.edu/~forms/fm.html

The following completion instructions are numerically keyed to the form sample in the PDF version of 85.33.3. Form sections without instructions are considered self-explanatory.

Existing AIS User ID (1)

Refer to 85.37 for application procedures if the employee does not have a current AIS User ID.

Area/Department No. (2)

Enter the number(s) for those areas/departments/unit's data to which the employee requires access or update capability.

If the Area/Department Number is not known, access the AIS application WSUORG to look up a number for a given department or area. Refer to 10.05 for more information about WSUORG.

Employee Title / Position Number (3)

Enter the employee's position title and position number. NOTE: This information is not required for applications to use the BALANCES, BRS, CARS, PAPR, PROPERTY, or SCBAIMS applications.

Add, Delete, Change (4)

Indicate the action desired.

The former department must notify ITS Phone and Administrative Accounts at 335-3355 to remove the employee's access to previously authorized AIS applications when:

Employee changes responsibilities, or

Employee changes departments, or

Hourly employee is terminated.

NOTE: When a full-time employee terminates employment with WSU, ITS automatically removes the employee's authorizations to all AIS applications after the employee's separation date.

Application (5)

Enter the name or abbreviation of the desired application. Refer to this section or to the grid on the back of the form for a list of available applications. Enter only one application per form.

Functions or Options (6)

Enter desired functions or options. Refer to the application description in this section or the grid in the PDF version of 85.33.12 or on page two of the form.

Employee's Signature (7)

The employee must read the Appropriate Use Statement and sign the form before access may be authorized.

Department Chair's

The form must be authorized by an administrator responsible for the areas/departments/units indicated on the form.

Routing

The department retains a copy and sends the original form to the responsible administrative office. Refer to the grid in the PDF version of 85.33.12 or on page two of the form for routing instructions.

The responsible administrative office indicates approval and any access restrictions.

If Information Technology Services (ITS) is involved in processing the request, the responsible administrative office retains a copy and sends the original to ITS. If ITS is not involved in request processing, the responsible administrative office retains the original.

Personnel from the responsible administrative office or ITS process the requested action and notify the departmental contact or employee.

AIS APPLICATIONS

The following discussion covers the most often accessed AIS applications and available options for those applications. For information regarding AIS applications which are not discussed in this section or the table in the PDF version of 85.33.12, contact the ITS PhoneDesk.

BALANCES: Account Balances/Detail

Authorized departmental personnel access University financial information systems, i.e., Account Balances/Detail.

Application Description

The Controller's Office updates account balances at the end of each business day.

An employee may access several types of reports, depending upon the level of authorized access and the employeeâs needs.

Expenditure and revenue reports are available at budget and area levels. The reports may reflect breakdowns by object, subobject, program, subprogram, source, subsource, fund, subfund, or transaction detail.

Tables of codes used in the University's accounting system are available from this application, e.g., objects, subobjects, sources, subsources. To access Code Tables press the PF key indicated on the main menu.

Listings of University accounts are available from this application. To access this feature press the PF key indicated on the main menu.

Routing and Approval

Route a completed and approved AIS Access Request form to the General Accounting Manager in the Controller's Office. Controller's Office personnel verify and approve the request and then route the signed form to Information Technology Services.

Questions and Training

The Controller's Office personnel are available to answer questions and provide training for these systems.

BRS: Billing Receivables System

University departments and service centers process charge transactions for clients other than University departments through the University's Billing Receivables System (BRS).

Application Description

The University Receivables Section of the Controller's Office administers BRS and associated manual processes. University Receivables is located in French Administration 342.

Procedures

For general accounts receivable procedures applying to all University receivables systems (including BRS), see 30.56. See 30.57 for more information regarding the use of BRS.

Special Requirements

Collection Account

A University account is designated by the Controller's Office to receive collected revenues. See 30.15.

Legal Provisions

The University Receivables Office administers access to student receivables information in conformance with the provisions of the Family Educational Rights and Privacy Act of 1974 (Public Law 93-380) and WAC 504-21. Employees accessing University and student receivable accounts are to be familiar with these provisions.

Routing and Approval

Send the completed and approved AIS Access Request form to the University Receivables Office.

Questions and Training

University Receivables answers questions and provides training to authorized users of BRS.

Privacy Training

Each employee receiving access to BRS must complete the online student records privacy training before access is given. To access the online training, select the FERPA Test link on the Registrar's Office Network website at:

http://www.ronet.wsu.edu/

Employees must take FERPA training every three years to be current and eligible for access to student systems.

CARS: Campus Automobile Reservation System

Departments reserve Motor Pool motor vehicles through the Campus Automobile Reservation System (CARS).

CARS is available to all AIS users for inquiry purposes. Submit a completed and authorized AIS Access Request to obtain authorization to request vehicle reservations through CARS. Refer to 95.35 for more information regarding vehicle reservations.

Special Requirements

The employee reserves vehicles for all areas/departments/units indicated on the form.

A department must have an active blanket (requisition) number to reserve vehicles through CARS. See 70.05.

Routing and Approval

Send the completed and approved AIS Access Request form to the Motor Pool.

DEPPS: Departmental Personnel Payroll System

Authorized departmental personnel access employment information, report positive pay, and certify the departmental payroll through the Departmental Payroll Processing System (DEPPS).

Application Description

DEPPS provides information regarding:

Positions and associated assignments,

Positions and associated appointments,

Certain employee personal data,

Employee status data, and

Appointment data.

A limited set of confidential employee personal data elements, e.g., last four-digits of social security number, are available to personnel who have received approval to access such restricted information. NOTE: Personnel with a demonstrated need to access all employee data elements may request access to the Higher Education Personnel Payroll System (HEPPS). See below.

Departmental Payroll Processing

Departments use the Departmental Payroll Processing function of DEPPS to report positive pay and to certify the departmental payroll. See 55.22 for information about Departmental Payroll Processing.

Special Requirements

University personnel who access employee records should be aware of University and state regulations regarding release of personnel records. Refer to 90.05 and 90.07.

Justification

If the requesting employee requires access to the restricted employee personal data elements available in DEPPS, include a justification in Comments.

Routing and Approval

The initiating department routes the completed and approved form to the Office of the Vice President for Finance and Administration.

Payroll Processing

The Office of the Vice President for Finance and Administration authorizes the department user for DEPPS inquiry access only. The initiating department must contact Payroll Services separately to request training and approval for the user to access the Departmental Payroll Processing function of DEPPS.

Questions and Training

Direct general questions regarding DEPPS to the Office of Human Resource Services. Contact Payroll Services with questions regarding Departmental Payroll Processing.

HEPPS: Higher Education Personnel Payroll System

Authorized personnel in departments with a demonstrated "need to know" access employment information through HEPPS.

HEPPS access is restricted to employees working in central University offices such as HRS, Payroll Services, and other employees with demonstrated business needs for access to all personnel data.

Application Description

HEPPS provides information regarding:

Positions and associated assignments,

Positions and associated appointments,

All employee personal data,

Employee status data, and

Appointment data.

Departmental Payroll Processing

Departments with personnel who have been approved for HEPPS use the Departmental Payroll Processing function of HEPPS to report positive pay and to certify the departmental payroll. See 55.22 for information about Departmental Payroll Processing.

Special Requirements

University personnel who access employee records should be aware of University and state regulations regarding release of personnel records. Refer to 90.05 and 90.07.

Justification

Under Comments describe why the indicated employee requires access to all personnel data, including critical data elements such as full social security number.

Routing and Approval

The initiating department routes the completed and approved form to the Office of the Vice President for Finance and Administration.

Payroll Processing

The Office of the Vice President for Finance and Administration authorizes the department user for HEPPS inquiry access only. The initiating department must contact Payroll Services separately to request training and approval for the user to access the Departmental Payroll Processing function of HEPPS.

Questions and Training

Direct general questions regarding HEPPS to the Office of Human Resource Services. Contact Payroll Services with questions regarding Departmental Payroll Processing.

OARS: Official Academic Records System

University employees with a demonstrated "need-to-know" access the Official Academic Records System (OARS) which includes current student education, directory, and enrollment records.

Application Description

Use OARS to access the following data:

Any student's directory or registration data.

Any student's schedule or the class list for any University class.

Special Requirements

Legal Provisions

The Registrar's Office administers access to student records in conformance with the provisions of the Family Educational Rights and Privacy Act of 1974 (Public Law 93-380) and WAC 504-21. For information regarding access to student records see 90.05 and 90.06.

Justification

Under Comments describe why the indicated employee requires access to student records.

Routing and Approval

Send the completed and approved AIS Access Request to the Registrar's Office.

Questions and Training

Contact the Registrar's Office for answers to questions regarding OARS or to schedule training.

Privacy Training

Each employee receiving access to OARS must complete the online student records privacy training before access is given. To access the online training, select the FERPA Test link on the Registrar's Office Network website at:

http://www.ronet.wsu.edu/

Employees must take FERPA training every three years to be current and eligible for access to student systems.

PAPR: Department Order

Departmental personnel prepare orders for purchases of up to the direct buy limit and place the orders directly with vendors.

Application Description

Refer to 70.07 for a description of Department Orders.

Routing and Approval

Route a completed and approved AIS Access Request to Purchasing Services.

NOTE: This authorization grants the user the ability to prepare Department Orders. It does not include expenditure authority to approve departmental purchases.

Questions and Training

Contact Purchasing Services for answers to questions regarding the Department Order or to schedule training.

PAPR: Electronic Departmental Requisition

Departmental personnel prepare and authorize electronic Departmental Requisitions for purchases processed through Purchasing Services.

Application Description

Refer to 70.10 for a description of Departmental Requisitions.

Routing and Approval

Route a completed and approved AIS Access Request to Purchasing Services.

Questions and Training

Contact Purchasing Services for answers to questions regarding the Departmental Requisition or to schedule training.

PROPERTY: Equipment Inventory

Departmental personnel review unit equipment inventory records by directly accessing the Property AIS application.

Application Description

Refer to 20.50 for complete information about equipment inventory.

Departmental personnel access records by location, department, account number, inventory number, item number, or voucher number.

If departmental personnel directly update records online, completion of Inventory Control Reports is not required. To obtain authorization to directly update records, request update capability on the AIS Access Request under Options. See also 20.50.

Routing and Approval

Route a completed and approved AIS Access Request to the Property Inventory Section of the Controller's Office.

Questions and Training

Contact the Property Inventory Section of the Controller's Office for answers to questions regarding Property or to schedule training.

SCBAIMS: University Stores Ordering

Departmental employees may order University Stores items online. NOTE: Employees access the University Stores Ordering system by web browser, rather than through the SCBAIMS AIS application using the QWS3270 or TN3270 program. The browser-based University Stores Ordering system links internally to SCBAIMS to verify that the employee is authorized for University Stores purchases.

To access the online University Stores Ordering system, go to:

https://webapps.wsu.edu/ais/centralstores/

Special Requirements

The employee orders items for all areas/departments/units or expense accounts indicated on the form.

A department must have an active blanket (requisition) number in order to use the computer to purchase items from University Stores. See 70.06.

Routing and Approval

Send the completed and approved AIS Access Request to University Stores.

University Stores contacts the requesting employee after processing the request. Allow one week for processing.

SCBAIMS: Service Center Billing System

Service centers may request access to the Service Center Billing System which provides automated client billing. Refer to 30.15 for more information regarding service centers.

Special Requirements

Indicate the name of the service center under Comments.

Routing and Approval

Route a completed and approved AIS Access Request to the Controller's Office.

SOS: Service Order System

Housing and Dining Maintenance Services maintains an online Service Order System (SOS) that tracks maintenance projects Housing and Dining Maintenance Services is completing for University departments and colleges. Authorized University personnel submit service orders and access service order information for their areas and departments.

Special Requirements

Housing and Dining Maintenance Services assigns each project a log number which is used to access the status of the project.

Routing and Approval

Route a completed and approved AIS Access Request to Housing and Dining Maintenance Services.

Questions and Training

Contact Housing and Dining Maintenance Services for additional information about SOS; telephone 335-1541.

SRTS: Student Records Transcript System

University employees with a demonstrated "need-to-know" access the Student Records Transcript System (SRTS) which includes the complete official academic record for current students.

Application Description

Use SRTS to access any current student's official academic record.

Special Requirements

Legal Provisions

The Registrar's Office administers access to student records in conformance with the provisions of the Family Educational Rights and Privacy Act of 1974 (Public Law 93-380) and WAC 504-21. For information regarding access to student records see 90.05 and 90.06.

Justification

Under Comments describe why the indicated employee requires access to student records.

Routing and Approval

Send the completed and approved AIS Access Request to the Registrar's Office.

Questions and Training

Contact the Registrar's Office for answers to questions regarding SRTS or to schedule training.

Privacy Training

Each employee receiving access to SRTS must complete the online student records privacy training before access is given. To access the online training, select the FERPA Test link on the Registrar's Office Network website at:

http://www.ronet.wsu.edu/

Employees must take FERPA training every three years to be current and eligible for access to student systems.

See the PDF form:
85.33.13-14: AIS Access Request
Complete and/or print as needed.

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POLICY

State law requires that identifiable University records must be made available to members of the public for inspection and copying unless exempt from public disclosure. (RCW 42.56)

APPLICABILITY

This section provides general procedures for processing requests for all identifiable public records.

Student Records

For detailed information regarding disclosure of student records see 90.06.

Personnel Records

For detailed information regarding disclosure of personnel records see 90.07.

RESPONSIBILITY

University Public Records Officer

The Executive Director of University Communications is the University's Public Records Officer. The University Public Records Officer oversees responses to public records requests made to the University.

Public Records Office

The University Communications--Public Records Office processes, tracks, and responds to all public records requests made to the University. The Public Records Office is located in the Information Technology Building 3013, mail code 1233.

Requester

A requester of public records is responsible for providing a clear written description of identifiable public records and forwarding the written request to the Public Records Office.

A requester is responsible for clarifying his or her request if such a clarification is requested by the Public Records Officer or designee.

If the requester seeks copies of the records, he or she is responsible for paying copying and mailing costs involved with the request. The Public Records Office routinely requests prepayment for requests requiring copying and mailing. See "Costs" below.

If records are not copied, the requester is responsible for not damaging or altering records in any manner during the period provided for viewing.

University Personnel

University personnel must route all requests from the public for public disclosure of University records to the Public Records Office in accordance with the procedures in this section.

NOTE: If a request based upon a court order or subpoena is received, the recipient is to immediately contact the Attorney General's Office; telephone 509-335-2636.

University personnel are responsible for expeditiously responding to requests from the Public Records Office to produce records.

University personnel are responsible for protecting records from damage and disorganization for the retention periods indicated on approved retention schedules. See 90.01.

PUBLIC RECORDS DEFINED

A public record includes any writing containing information relating to the conduct of government or the performance of any governmental or proprietary function that is prepared, owned, used, or retained by the University, regardless of physical form or characteristics.

Writing

Writing as used above means any form of communication or representation, including but not limited to letters, papers, maps, other communication on paper, as well as communication on e-mail, tape, film, video, magnetic or punched card, disk, sound recording, and computer data.

PROCEDURES

Requesting Records

The requester completes a Public Records Request form or prepares a letter to initiate a request for access to and/or a copy of public records. The request should be in writing. The requester mails, faxes, e-mails, or delivers the request to the Public Records Office. A request is identified as a public records request when it is received by the Public Records Office.

Form

The requester may print the master Public Records Request form on 90.05.6 or complete it on screen and print the form. Copies are also available from the Public Records Office; telephone 335-3928.

Response

Respond within Five Days

The Public Records Office responds to a request within five business days of receipt of the request in the Public Records Office. The response may take one of the following forms:

Providing the requested records.

Denying the request and providing an explanation for the denial.

Acknowledging the request and providing a date for providing the records. This date may be extended as necessary to accommodate the collection and processing of the records.

Requesting a clarification of the request.

University Review

The Public Records Office locates, requests, and reviews the requested public records. University personnel are to promptly comply with requests for public records from the Public Records Office by gathering all potentially responsive records and forwarding them to the Public Records Office for processing. The office makes determinations regarding exemption from disclosure based upon applicable state and federal statutes.

An employee's failure to provide all responsive records to the Public Records Office may be a violation of the Ethics in Public Service Act. (RCW 42.52.050)

Access

When the records are ready for disclosure, the requester is notified and arrangements are made for access and/or copying.

Installments

When appropriate, the University may respond to requests by providing records on a partial or installment basis. (RCW 42.56.080, 42.56.120)

Denials

If a record is withheld or a portion of a record is concealed (redacted) under an exemption from disclosure, the Public Records Office provides a written index describing the reason for the denial or redaction.

A requester denied access to a public record may appeal the decision to the Public Records Officer. If the Public Records Officer agrees with the denial, the requester may request review by the Office of the Attorney General. (WAC 504-45-080, RCW 42.56.520, RCW 42.56.530)

See 90.06 for appealing denial of access to student records.

Inspecting and Copying Public Records

Hours

Public records are available for inspection during regular University business hours only. Requesters are requested to set a prearranged inspection time with the Public Records Office.

Costs

The Public Records Office charges requesters fifteen cents per copy and mailing costs. These charges are intended to recover costs associated with responding to the request. Prepayment is required before copies of records are mailed or otherwise provided to the requester. For expansive, voluminous, or serial requests, a deposit not to exceed ten percent of the estimated copying costs may be required by the University. The office has also established a rate for scanning paper records when the requester requires an imaged copy.

EXEMPT INFORMATION OR RECORDS

The Public Records Office and the Public Records Officer determine whether or not a public record or portion of a record is exempt from public disclosure. The following classes of normal University records are generally completely or partially exempt from disclosure, however, other exemptions exist which may also apply. Contact the Public Records Office for information regarding exemptions.

Address/Telephone Data and Personal Data

The residential addresses, residential telephone numbers, personal cellular telephone numbers, personal e-mail addresses, social security numbers, and emergency contact information of University employees, dependents of employees, or volunteers which are held in personnel records, public employment-related records, employment or volunteer rosters, or mailing lists are exempt from public disclosure. In addition, names and dates of birth of dependents of employees or volunteers held in such files are exempt from public disclosure. See also 90.07. (RCW 42.56.230; 42.56.250)

Attorney Advice

Any information that qualifies as attorney/client privileged is exempt from disclosure.

Applications for Public Employment

The names of unsuccessful job applicants, contents of resumes, and other unsuccessful applicant information are exempt from disclosure. (NOTE: The exemption for applicant files does not apply to a successful applicant who becomes an employee.) (RCW 42.56.250)

Investigative Records

Records of active investigation of possible unfair practices under RCW 49.60 or of possible violations of other federal, state, or local laws prohibiting discrimination in employment are exempt from public disclosure. (RCW 42.56.240; 42.56.250)

Library Records

Library circulation records which disclose or could be used to disclose the identity of a library user are exempt from public disclosure. (RCW 42.56.310)

Lists for Commercial Purposes

The University does not have the authority to give, sell, or provide access to lists of individuals which are requested for commercial purposes. (RCW 42.56.070)

Personal Financial Information

Credit card numbers, debit card numbers, electronic check numbers, card expiration dates, or bank or other financial numbers supplied to the University are exempt from public disclosure, except when disclosure is expressly required by law. (RCW 42.56.230)

Personal Student Information

See 90.06.

Preliminary Drafts (Deliberative Process)

Preliminary drafts, notes, and recommendations in which opinions are expressed or policies are formulated or recommended may be exempt from public disclosure. A specific record is not exempt when that record is publicly cited by the University in connection with some University action. (RCW 42.56.280)

A specific record is not exempt if it contains factual information or data only. Placing the word "draft" on a document does not necessarily cause the document to be exempt under this exemption.

NOTE: Record holders may dispose of preliminary drafts in conformance with the All-University Records Retention Schedule (see 90.01). Usually, such drafts may be discarded once a replacement draft has been created or the final draft approved, however, a pending public records request, audit, or legal action supersedes the retention schedule.

Pretrial Records

Records relating to a controversy to which the University is a party are exempt from public disclosure if the records would not be available to another party under the rules of pretrial discovery for causes pending in the superior courts. (RCW 42.56.290)

Research Data

Valuable formulae, designs, drawings, computer source code or object code, and research data obtained by the University when disclosure would produce private gain and public loss must be protected. This exemption applies to data obtained within five years of the request for disclosure. (RCW 42.56.270)

Tests

Test questions, scoring keys and other examination data used to administer any examination are exempt from disclosure. (RCW 42.56.250)

Witnesses, Crime Victims, Complainants

Personally identifiable information may not be disclosed if disclosure endangers any person's life, physical safety, or property. (RCW 42.56.240)

See the PDF form:
90.05.6: Public Records Request
Complete and/or print as needed

90.07_Release_of_Personnel_Records.htm

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OVERVIEW

University personnel are responsible for disclosing and withholding disclosure of personnel records in accordance with the following University guidelines.

Personnel records for WSU employees are subject to the public records law, including the Public Records Act (RCW 42.56). For general information regarding the release of University records under the Public Records Act, refer to 90.05.

Definition

Personnel records provide information about employees, applicants for employment, and volunteers. NOTE: Certain personnel records are accorded special treatment and greater protection, e.g., reasonable accommodation records, Family Medical Leave Act (FMLA) records, and medical records.

ACCESS TO PERSONNEL RECORDS

Individual's Own Records

An individual employee, applicant, or volunteer has access to any of his or her own personnel records.

Any department holding personnel records is to provide them upon request to the employee who is the subject of the records. The department may contact Human Resource Services and/or Payroll Services for assistance.

Access Guidelines

The Offices of Human Resource Services (HRS), Payroll Services, and other departments provide access to personnel records in accordance with the following guidelines:

Requests From Within WSU

Any employee may review her or his own personnel record upon showing his or her WSU ID card or upon written request.

Upon written authorization or as otherwise recognized by law, the individual employee, volunteer, or applicant may authorize a representative to access personnel records available to the individual.

Supervisors and administrators may review an individual's personnel record in order to make employment decisions. NOTE: These officials do not have access to medical files or related records unless the individual provides permission or the officials have access as otherwise allowed by law.

Any University employee with a "need to know" associated with WSU business may review personnel files. Such access must be approved in advance by the chair or director of the department holding the records.

Non-WSU Requests

Human Resource Services and Payroll Services provide access to personnel records or personally-identifiable information in compliance with the Public Records Act or when otherwise required by law. See also "Public Records Requests" below and 90.05.

State Officials / Prospective Employers

Personnel and payroll records are open to the inspection of the Washington Personnel Resources Board, the state auditor, and the director of the Department of Personnel or the director's designee in conformance with WAC 357-22-015. Personnel and payroll records are open to inspection of prospective employers subject to limitations set forth in the Public Records Act or otherwise under state or federal law.

Employment Verification

For verification of WSU employment, an external requester submits written requests to HRS or Payroll Services. HRS or Payroll Services verifies information provided by the requester, including:

Dates of employment

Position title or classification

Employing department(s)

Verification of current salary and salary payment history

HRS or Payroll Services does not directly provide employment information without a release from the subject employee.

Providing References

Immediate supervisors and other University individuals may provide information to prospective employers regarding an individual’s performance of duties.

Subpoenas / Court Orders

If the request for a record is based upon a court order or subpoena, telephone the Office of the Attorney General at 335-2636.

Public Records Requests

The public may submit requests to the University's Public Records Office for personnel records by submitting a Public Records Request. See 90.05.

The University's Public Records Office is located in University Communications. Direct questions regarding the disclosure of University records to the Public Records Office ; telephone 335-3928.

For Academic Research

Access to personnel records may be granted for legitimate academic research provided that:

Research procedures and the reporting of findings do not violate the individual's privacy as protected by state or federal law and the information is otherwise accessible pursuant to state and federal law.

Names are not included in the study or in any way linked with the data.

Case histories or records are sufficiently disguised to prevent identification of the individuals involved.

Researchers obtain the individual's written permission if individual identification occurs.

Researchers comply with the policies and procedures in 45.50 regarding human subjects.

45.50_Research_Involving_Human_Subjects.htm

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POLICIES

Faculty, staff, and students conducting research activities at Washington State University that involve human subjects must comply with federal, state, and University policies.

The overall intent of the policies described in this section is to:

Ensure that human participants are protected;

Ensure that human participants are treated physically, psychologically, and socially in such a way as to minimize embarrassment and stress; and

Avoid harm or other negative effects to human participants.

In addition to faculty and staff obligations, departments are responsible for ensuring that students who use data gathered from human subjects for theses and dissertations are fully informed of and comply with University policies.

RESEARCH PROJECT REVIEW

Federal, state, and University policies require the review of all research projects using human subjects conducted by faculty, staff, and students. This requirement applies to qualitative and quantitative research activities.

Institutional Review Board (IRB) Approval

Prior to initiating any portion of research projects involving human subjects, researchers must submit applications to the Office of Research Assurances (ORA) and receive approval from the University's Institutional Review Board (IRB).

Research projects involving human subjects are either considered to be non-exempt (subject to all federal rules, including those regarding application renewal review) or exempt. (See below regarding the definition of exempt research.) ORA personnel evaluate applications for determination of exempt status.

Research projects involving more than minimal risks to human subjects are recommended for review by a quorum of the entire convened IRB. Such review is referred to as full-board review.

Research projects involving no more than minimal risk to human subjects may be reviewed by one or two members designated by the IRB chair, rather than by the full board. Such review is referred to as expedited review.

Non-Exempt Research

IRB approval of expedited and full-board applications for non-exempt research projects involving human subjects is valid for a maximum of one year. If a non-exempt research project lasts longer than one year, the researchers must submit an annual application to the IRB for renewed approval (also referred to as continuing review).

Amendment Review

The IRB must review and approve all amendments to currently approved non-exempt research projects prior to implementation.

Exempt Research

Research activities may be considered exempt if the involvement of human subjects is limited to one of the categories 1-6 listed in 45 CFR 46.101(b), including studies involving the collection or study of existing data when those data either are publicly available or are not personally identifiable. Contact the Office of Research Assurances (ORA) for further information.

Researchers conducting research activities which are exempt must submit initial applications for review and certification to the ORA. However, continuing review is not required for exempt research activities.

Amendment Review

The IRB must review and approve all amendments to currently certified exempt research projects prior to implementation.

Student Research

Departments and advisors are responsible for ensuring that students comply with University review procedures. Student failure to comply with University review procedures may make it impossible for the Graduate School to accept theses or dissertations involving human subjects research.

TRAINING

Non-Exempt Research

All principal investigators for non-exempt research projects must complete human subjects training prior to (or concurrent with) submitting human subject research applications to the IRB. In addition, non-exempt research project principal investigators are required to complete refresher training every five years.

The principal investigators must ensure that other personnel involved with non-exempt human subjects projects complete the training.

Exempt Research

The ORA highly recommends that principal investigators for exempt research projects complete human subjects training prior to (or concurrent with) submitting human subject research applications to the IRB.

The ORA recommends that principal investigators ensure that other personnel involved with exempt human subjects projects complete the training.

Training Materials

The University's Institutional Review Board (IRB) utilizes Collaborative Institutional Training Initiative (CITI) human subjects education. University faculty, staff, and students may access CITI training materials from the IRB website at:

http://www.irb.wsu.edu/

Additional Resources

IRB Handbook

The WSU IRB Handbook contains information and requirements regarding the conduct of research involving human subjects and activities of the IRB. The handbook is available from the IRB website at:

http://www.irb.wsu.edu/

Application Forms

IRB application forms are available from the IRB website at:

http://www.irb.wsu.edu/forms.asp

Assistance

For questions, contact the Office of Research Assurances; telephone 509-335-3668; or e-mail to irb@wsu.edu.

90.15_Essential_Records_Protection.htm

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OVERVIEW

Essential records enable a department to resume operations after a disaster or emergency. The records may be stored in any media, e.g., paper, microfiche, magnetic disk. If lost or destroyed, essential records can be both costly and time consuming, if not impossible, to recreate.

Responsibility

Each University department is responsible for:

Identifying and protecting records needed in an emergency and for the reestablishment of normal operations after the emergency. (RCW 40.10)

Planning and putting into effect actions to protect its own records by the most economical means possible. (RCW 40.10)

Maintaining a complete list of essential records and the methods used to protect them. This list is to be reviewed annually and updated if necessary. See below.

ESSENTIAL RECORDS

Essential records may be in any media (e.g., magnetic, paper, optical, microfilm) and may have one or more of the following attributes:

Are vital to the function and mission of the University,

Are essential for the continuous operation or reconstruction of University-owned buildings,

Are necessary to establish or protect the legal or financial position of the University, and/or

Are necessary to protect and ensure the rights and interests of the employees and clients of the University.

Identification and Protection

Identification and protection of essential records allows departments to:

Minimize the disruption of normal business operations after an emergency,

Minimize the economic impact of the disruption,

Provide for rapid and smooth restoration of services,

Identify those records which merit restoration if they are damaged, and

Comply with legal and regulatory requirements.

Departmental Responsibility

Each department is responsible for identifying and protecting its own essential records.

Departments may designate one person or a team of people to be responsible for records identification, protection of essential records, and recovery efforts.

IDENTIFYING ESSENTIAL RECORDS

Departments need to identify essential records in order to arrange for protection prior to a disaster.

In order to define the essential records:

Identify the key functions and responsibilities of the department,

Identify the records that are critical to department operations, and

Consider how department activities are to be carried out in a disaster situation.

Identifying Key Departmental Functions

Identify key departmental functions or responsibilities based on the following criteria:

Operational

Functions which are vital to the operation and continuation of the department or the University as a whole.

Legal

Functions which provide proof of the University's legal stand on an issue.

Emergency

Functions which are needed during an emergency, e.g., telecommunications or emergency rooms.

Fiscal

Functions which prove the University's financial standings, e.g., accounts receivable or general ledgers.

Identification Tools

Departments may use the following tools to help identify unique departmental functions:

Organizational/functional charts.

These charts provide a comprehensive list of the department's normal functions.

Department and/or All-University records retention schedules. See 90.01.

These retention schedules provide a list of all records unique to the department. The schedules also indicate other copies existing elsewhere in the University.

Identifying Critical Records

Consider the following in order to identify records that are critical to department functions:

Functions the department will be unable to perform if the record is destroyed.

Necessity for the department to perform a particular function.

Consequences to the University, included loss of rights or inconvenience to employees, students, clients, and/or the department, if the record is lost.

Need for the record to be replaced or reconstructed quickly.

Time, money, and labor costs to reconstruct the record.

Replacement sources available for the record.

Media format, e.g., paper, computer hard drive, disc, microfilm.

Accessibility of the format after an emergency.

Essential Records for Emergency Operations

Disasters can create new problems which cannot be solved with existing records. Departments must consider emergency needs, and identify and prepare records for:

Recovery procedures,

Contingency plans,

Chain of command, and

Supply lists.

The following are some essential records for emergency operations:

Statements of delegation of authority and succession of command;

Predrafted regulations and announcements to be issued immediately upon the onset of an emergency;

Property records sufficient to provide a basis for damage assessment;

Rosters of current and former employees listing their skills, addresses, telephone numbers, and next-of-kin or other party emergency contact information;

Location of supplies needed to cope with an emergency;

Listing of essential records and record of storage for retrieval of records needed to resume the functions of the department.

Protect essential records for emergency operations with other essential records. Make arrangements for immediate recall of emergency operations records when necessary.

PROTECTING ESSENTIAL RECORDS

Security copies of essential records are produced by several methods. Usually, no one method is sufficient to protect all of a department's essential records.

Departments choose protection methods based on:

Cost and effectiveness of protection,

Equipment necessary to carry out the protection method,

Need for the record,

Bulk of the record,

Media format of the record,

Useful life of the media,

Availability of existing copies, and

Need for sensitivity and/or confidentiality.

Store essential records in a format that will last as long as the records are needed. If a record is in a format only readable by specific equipment, e.g., microfilm reader, procedures for accessing and obtaining the equipment must be arranged.

Protection Methods

The following methods may be used to provide security copies of essential records:

Copies Routinely Distributed

Departments routinely distribute some documents to other offices. These other offices can be designated as security sites for those essential records.

This is the least expensive form of protection and storage, since it often occurs in the normal course of business and involves no additional costs.

Paper Duplicates

Departments produce an extra hard copy of the essential record when it is received or created.

This method is practical when the record is small or the updating cycle is frequent.

The advantage is that no specialized retrieval equipment is necessary to convert the data into readable form.

Microfilm or Computer Output Microfiche

Departments produce copies of essential records in microfilm or microfiche formats.

This method is most commonly used for providing copies of very large records or records needed for an extended period of time which are not updated frequently.

The advantages are that the media is compact, relatively easy to store and handle with a long-term media life expectancy.

The disadvantages with this media are that it requires the use of a specialized reader and printer to access the information, and the initial cost of preparing and filming the records can be high.

Magnetic/Digital Media

Departments produce record copies on magnetic or digital media, e.g., hard disks, floppy disks, Zip disks, magnetic tapes, CD ROMs, DVDs.

This method is considered acceptable for records storage when the record is too large to make paper record storage practical and the data is updated frequently.

Magnetic media has some inherent disadvantages:

Limited period of time during which the media can be used for reliable recording or playback of information. The useful life of magnetic media is seven to nine years.

Data can be lost or erased due to contact with a magnetic field or improper storage conditions.

Compatible equipment and software are required to convert the record into usable form.

Copies of the programs, machine instructions, system documentation, and other items required to restore and access the records must be protected and saved as well.

STORING ESSENTIAL RECORDS

Once the essential records have been identified and the means of producing security copies have been determined, security site storage must be chosen.

Choose from one or more of the following storage options:

Copies Routinely Distributed

Copies of essential records are routinely distributed to other University offices in the normal course of business.

Consider this method first, since it often occurs in the normal course of business and involves no additional costs.

Off-Site Storage

Copies are generated specifically for security copy purposes and are sent to another University office or an off-site location for protection, preferably in a different building.

To be effective, departments must update security copies stored off-site on a regular and continuing basis, and must make arrangements to obtain copies promptly when needed.

On-Site Storage

Copies of essential records are stored in a closet, storage area, vault, or safe in the same vicinity as the department.

The disadvantage to the on-site storage method is that if a major disaster strikes the entire building or damages it beyond repair, there may be little chance of retrieving the records.

Take precautions to prevent a disaster from spreading to the areas in which the essential records are stored. Such precautions include:

Store essential records in vaults and safes designed to provide adequate protection against most hazards, when possible;

Correct or repair any potential fire, water, or sewer hazards;

Secure the building against fire, flood, and other disasters;

Keep aisles and doorways clear at all times;

Restrict access to essential records to authorized personnel;

Inform all employees of the location of fire extinguishers.

Use basements or ground floor areas as a last resort for storage as they are the most susceptible to water and sewer damage.

ESSENTIAL RECORDS LIST

Each University department is responsible for preparing a list whichidentifies the department's essential records and any methods chosen to protect them.

Departments may use the Essential Records Schedule on 90.15.8 to maintain the list of departmental essential records. Use of this schedule is not required.

Departments are to protect and store a copy of the essential records list in a secure location.

Required Information

Departments are to include the following information in any essential records listing:

Department name

Essential records series titles

Storage media for each record series

Update cycle or retention

Indicate the period of time each essential record is to be retained or indicate how often the record will be updated by subsequent data. It is important to establish an updating cycle as frequent as is reasonable in order to keep the information or data current.

If the essential record series is not updated or is retained permanently, state the life expectancy of the media and when re-copying needs to occur.

Storage method for security copies

Signature of the department administrator

Annual Review

Departments are to conduct an annual review of the essential records list, making changes or revisions as necessary.

See the PDF form:
90.15.8: Essential Records Schedule
Complete and/or print as needed

00.01_Introduction.htm

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INTRODUCTION
00.01
Revised 11-01
Procedures, Records, and Forms
335-2005 PDF link

PURPOSE

The Business Policies and Procedures Manual (BPPM) is intended to guide and assist employees and administrators in the conduct of day-to-day administrative functions of the University.

Topics in the BPPM have general interest to many or all University departments. The BPPM does not include sections which exclusively describe internal central administration procedures or procedures which impact only one or two University units.

The BPPM contains instructions for completing forms and provides detailed procedures for requesting services from University units and external organizations.

Procedures are based upon approved University administrative policies and applicable state and/or federal statutes and regulations. Sections may include both policy and procedural statements.

Initiating Changes

Usually, central administrators initiate revisions or additions to the BPPM by routing a request to the Office of Procedures, Records, and Forms. Other changes may result from updated or new regulations from state or federal agencies. Any University employee or group may suggest a change or addition to any section of the BPPM.

Procedures, Records, and Forms

While the substance of the BPPM is established by administrators, the staff of Procedures, Records, and Forms writes or edits the material prior to publication. This practice ensures consistent language, organization, and format throughout the BPPM and promotes comprehension and access.

Approval

University administrators who are responsible for described functions approve policies and procedures. Final approval is obtained in accordance with EP5.

Review

Other individuals and groups may also review BPPM sections prior to inclusion, e.g., selected departmental administrators and employees who perform described functions. Employee union officials may be requested to review material which affects employee working conditions. Staff and faculty senate committees may also be requested to review drafts of materials which could affect their constituencies. Presidential committees likewise may be requested to review materials which apply to their areas of responsibility.

Subjects Included

Subjects include finance, human resource management, position control, payroll, records management, insurance, retirement, purchasing, travel, property, security, sponsored projects, and other business activities.

OUTDATED MATERIAL

In order to maintain current information in the BPPM, Procedures, Records, and Forms manages a review process.

First Review Request

When a section has not been revised in over three years, Procedures, Records, and Forms sends an Existing Section Review Request and a copy of the section to the responsible administrators.

The administrator determines whether or not the section requires updating. If the section requires updating, the administrator indicates the items to be changed on the review request form or attached copy. The administrator returns the signed review request and section to Procedures, Records, and Forms by the "Respond By" date.

Second Review Request

If Procedures, Records, and Forms receives no reply within one month from the first respond date, the office sends copies of an Existing Section Review Request and the section to the responsible administrators and the unit's executive administrator.

Final Review Request

If Procedures, Records, and Forms receives no reply within one month from the second respond date, Procedures, Records, and Forms submits a final request to the unit's executive administrator. The final request includes notification of the anticipated removal date.

Removal of Section

Procedures, Records, and Forms removes the section from the BPPM if the administrator does not respond within one month of the final request date.

ONLINE MANUAL

The Office of Procedures, Records, and Forms maintains a text-only version and a text and graphics version of the Business Policies and Procedures Manual.

Access both manual versions through an Internet connection.

View the text-only version, written in Hypertext Markup Language (HTML), with an Internet browser (such as Netscape). View the complete text and graphics version, written in Portable Document Format (PDF), with Adobe Acrobat Reader.

Download Acrobat Reader from Adobe by contacting:
http://www.adobe.com
or by selecting the Adobe icon on the Procedures, Records, and Forms Manuals webpage at:
http://public.wsu.edu/~forms/manuals.html
Adobe distributes Acrobat Reader free-of-charge.

Internet browsers attach an Acrobat Reader plug-in in order to read PDF files. For ease of file loading and viewing, Procedures, Records, and Forms recommends saving individual BPPM sections to the hard drive. The user then opens the files directly with Acrobat Reader.

In the event of a conflict between the HTML and PDF versions of the BPPM, the PDF is the authoritative version. The PDF version of the manual contains all of the text, tables, and forms and maintains a full-page layout. The text-only (HTML) version contains only the text and tables.

To request further information about the online manuals, contact:
Office of Procedures, Records, and Forms
Information Technology Building 3089
Mail code 1225
Telephone (509) 335-2005
E-mail prf.forms@wsu.edu

Paper Copies of Manuals

Each WSU office that conducts administrative and business functions should have access to the online versions of the BPPM. For those desiring or requiring hard copy, sections of the manual can printed on paper by the individual office or department as needed.

Procedures, Records, and Forms does not provide paper copies of the manual.

CONTENTS

Refer to the main Table of Contents to locate chapters. Selecting a chapter takes the viewer to the Table of Contents for that chapter.

For ease of use, sections or topics may be found by accessing the search engine available on the Manuals web page at:
http://public.wsu.edu/~forms/manuals.html

BPPM REVISIONS

The Office of Procedures, Records, and Forms periodically revises sections of the BPPM. Procedures, Records, and Forms places a revision notification in WSU Announcements with general information about changes in policy or procedure.

Copies of revision notifications can also be viewed by selecting the link to the BPPM "Revision Memos" on the Manuals web page.

Identifying Revised Information

Substantive revisions are identified by a black line in the left margin of the PDF version.

Effective Pages

Refer to the chapter Table of Contents to look up the issue date of a section in the BPPM. The number of pages applies only to the PDF version.

ACCESS TO THE BPPM

Unit administrators are responsible for ensuring that unit employees and students have ready access online for viewing the BPPM.

Individuals not having online access can request their unit administrative offices to print paper copies of sections as needed.

EP5_Policy_Approval_and_Distribution.htm

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Policy Approval and Distribution

PDF link

SUMMARY

University policies and procedures are to be appropriately approved, published, and distributed in designated and authorized publications and web locations. This policy outlines the drafting, review, approval, and distribution processes for administrative, business, and safety policies and procedures.

POLICY

University personnel are to obtain appropriate approvals prior to publication of University policies and procedures.

University policies are to be consistent with provisions of the Washington Administrative Code and the Revised Code of Washington.

University policies and procedures are to be published and distributed in designated and approved publications and approved web locations.

Advisory guidelines which supplement University policies and procedures may be published and distributed from departmental websites.

APPLICABILITY

This policy applies to University policies, procedures, and advisory guidelines related to administrative, business, and safety functions that affect many or most University units.

Policies and procedures that affect operations at a single University campus; i.e., WSU Spokane, WSU Tri-Cities, WSU Vancouver; are reviewed and approved by the responsible chancellor and distributed on the campus website. Such policies and procedures are to be consistent with provisions of the Washington Administrative Code. Preliminary review by applicable offices indicated under "Preliminary Review/Approval" below should be considered, particularly the Office of Internal Audit and the Office of the Attorney General.

RESPONSIBILITY

Responsible Office

The office which implements and administers the policy/procedure is responsible for preparing the document in accordance with the requirements of this policy.

Procedures, Records, and Forms

The Office of Procedures, Records, and Forms manages a central policies website and coordinates the publication of all items included on the website. The office also drafts and edits the Business Policies and Procedures Manual and Safety Policies and Procedures Manual.

Responsible Director

The responsible director approves procedure statements or forwards them to the responsible vice president for approval. The responsible director also approves advisory guideline statements.

Responsible Vice President

The responsible vice president or designee approves policies or forwards them to the University's council of executive officers for approval.

A vice president may designate a subordinate to approve policies or a specified subset of policies by sending a signed memorandum to the Office of Procedures, Records, and Forms. Such a designation remains in effect until the vice president or designee no longer occupy the position held at the time of designation or until rescinded by the vice president.

Executive Officers

The University's council of executive officers approves those University policies referred to it by the individual vice presidents.

DEFINITIONS

University Policy

A policy is a plan or general course of action, having broad application throughout the University, intended to influence and determine decisions, actions, and other matters. A policy helps to ensure compliance with applicable laws and regulation, promotes operational efficiencies, promotes one or more of the University's missions, and/or reduces risk to the institution.

University Procedure

A procedure is an established method of implementing a University policy.

Advisory Guideline

An advisory guideline provides a recommended, but not required, method for implementing an administrative process.

Recommended Format

The recommended standard format for policy and procedure statements includes the following elements: effective date, revision date, policy or overview, applicability, responsibility, definitions, and procedures.

The recommended standard format for advisory guideline statements includes the following elements: effective date, revision date, reference to the related approved University policy, applicability, guidelines.

PROCEDURE

Analysis/Drafting

Usually the department responsible for implementing and administering the policy/procedure analyzes the issues and conceptualizes the substance of the policy/procedure.

Approval to Proceed

When seeking major policy changes, before proceeding further with policy development, the implementing department routes a summary of the proposal with an analysis to the responsible vice president through the responsible director. The vice president determines whether or not policy development will proceed. NOTE: This step is not required for draft proposals that do not include major policy statements.

Draft Preparation

The implementing department prepares a first draft if the document is to be published in the Executive Policy Manual or in another approved publication other than the Business Policies and Procedures Manual or Safety Policies and Procedures Manual.

BPPM/SPPM

The responsible department contacts the Office of Procedures, Records, and Forms if the document is to be published in the Business Policies and Procedures Manual (BPPM) or Safety Policies and Procedures Manual (SPPM). The Office of Procedures, Records, and Forms prepares the draft based upon source materials and interviews with departmental personnel.

Preliminary Review/Approval

Responsible Department / Procedures, Records, and Forms

The responsible department or Procedures, Records, and Forms routes the first draft to constituencies immediately involved with the proposed policy.

Responsible Director

After considering input from the constituencies, the responsible department or Procedures, Records, and Forms routes the proposed policy with a supporting policy analysis to the responsible director. The director may take one of the following actions regarding the proposed policy:

Route the proposal back to the responsible department noting that the policy is not to be considered further.

Route the proposal back to the department or Procedures, Records, and Forms for further analysis, for consideration of other options, or redrafting.

Give the proposal preliminary approval for review by additional University officers and constituencies. The Attorney General's Office; Human Resource Services; Council of Deans, Faculty Senate; Office of Internal Audit; Office of Procedures, Records, and Forms; Office of Risk Management; Office of Research are a few of the offices and groups that may be included in this review, depending upon subject matter and scope of the proposal.

The Attorney General's Office reviews the proposal for consistency with state and federal laws, rules and regulations.

When appropriate, the Council of Deans reviews the proposal to determine the potential effects on subordinate units and to assess the administrative feasibility of the proposed policy.

The Faculty Senate provides advice and recommendations regarding any proposed policy that could affect academic functions.

The Office of Procedures, Records, and Forms reviews proposals for consistency with existing policies and procedures published in the Business Policies and Procedures Manual and Safety Policies and Procedures Manual. Procedures, Records, and Forms also reviews the procedure for potential impact on University units other than the implementing unit.

The Office of Internal Audit reviews proposed policies for the inclusion of proper internal controls to control, monitor, and safeguard University and state assets.

If a proposal is substantially revised, it may be routed back to the reviewing organizations, offices, and constituencies for another review round.

Final Approval

Determination of the appropriate authority for final approval of a policy or procedure is dependent upon the judgment of the involved University officials. Generally, when in doubt regarding level of final approval, the responsible department seeks approval from a higher administration level. The following provides guidance for determining the appropriate approval level.

Procedures

A director may approve procedural statements or changes. However, procedures with broad University impact and scope should be approved by the responsible vice president.

Policies

Policy statements or policy changes are routed to the responsible vice president or designee for approval. The vice president may approve the proposal or take it to the University's council of executive officers for final approval.

Comments

When a director or vice president forwards a proposal for approval, he or she may include reviewers' comments not incorporated into the draft.

Considerations

Reviewers are to consider a proposal's consistency with University priorities and directions, impact upon operations, and ease of administration.

Notification of Decisions

The responsible director or vice president informs reviewing and implementing organizations of approval decisions regarding the proposal.

Implementation

After final approval, the policy is implemented and distributed in accordance with distribution requirements described below.

Distribution

After the proposed policy/procedure is approved, the responsible department ensures that the document is published in an approved official publication.

Approved Publications

Approved official policy and procedure publications/websites and responsible offices:

Administrative Professional Personnel Handbook Human Resource Services

Academic Catalog Registrar

Business Policies and Procedures Manual Procedures, Records, and Forms

Educational Policies and Procedures Manual Provost's Office/Faculty Senate

Executive Policy Manual
University executive officers and Procedures, Records, and Forms

Faculty Manual Provost's Office/Faculty Senate

Graduate School Policies and Procedures Graduate School

Laboratory Safety Manual Environmental Health and Safety

OGRD Memorandums Office of Research,
Office of Grant and Research Development

Safety Policies and Procedures Manual Procedures, Records, and Forms

Departments are not to independently publish policies having University-wide impact in locations other than those noted above.

Official and approved University policies and procedures are not to be republished on departmental websites. Departmental websites should link to official policy/procedure sites when references are required.

Revision

Departments follow the procedures indicated above when revising existing policies and procedures.

Review of Existing Policies and Procedures

The issuing department is responsible for ensuring that the policy/procedure document reflects current practices. The department is to periodically review the document and update it as necessary in conformance with the procedures provided above.

Retention of Superseded Policies and Procedures

Issuing departments are responsible for retaining policies and procedures for at least six years after they are superseded. See BPPM 90.01.

90.01_University_Records–Retention_and_Disposition.htm

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RECORDS MANAGEMENT

Departments are responsible for retaining and disposing of University records in accordance with retention periods approved by the Washington State Records Committee. (RCW 40.14)

Procedures, Records, and Forms

The Office of Procedures, Records, and Forms coordinates the records management program and assists departments with records retention and disposition. The Director of Procedures, Records, and Forms is the WSU Records Officer.

Archives

The University Archivist serves as a resource to identify records that may be suitable for the WSU archives collection. See 90.02.

State Records Committee

The State Records Committee reviews and approves University Records Retention Schedules. The committee includes a representative from the State Auditor's Office, the Office of Financial Management, the State Archivist, and the Office of the Attorney General.

Definition of Records

All records and copies of records made or received in the conduct of WSU business, regardless of physical form, are considered public records for purposes of retention and disposition. (RCW 40.14.010)

RETENTION SCHEDULE

An approved Records Retention Schedule specifies retention periods for public records and authorizes destruction or release to the University Archives.

All-University Schedule

The retentions of most University records are included on the All-University Retention Schedule. See below for the actively-linked listing of retention schedule tables. Listed retentions supersede retentions listed on all previously issued schedules for the indicated Record Series Titles.

If, after review of departmental records, departmental personnel find that all records are included in the All-University Records Retention Schedule, no further action is required by the department. The department retains and disposes of records in conformance with the All-University Schedule.

Department Schedule

If the department has unique Records Series Titles not included on the All-University Schedule, the department's records coordinator is to contact the WSU Records Officer. The Records Officer prepares a draft Record Retention Schedule that includes the unique Records Series Titles and recommended retentions.

The Records Officer routes the draft schedule to the department for review.

After departmental review and approval, the Records Officer routes the final Records Retention Schedule to the State Records Committee for approval.

To request a new or revised Retention Schedule, contact the Records Officer at telephone 335-2005 or mail code 1225.

Schedule Description

The following description includes terms used on the All-University Schedule and individual departmental Retention Schedules. The exhibit in the PDF version of 90.01.2 is an example of a departmental schedule.

Office of Record

The Office of Record is the department or unit name.

Records Coordinator

The department chair designates a Records Coordinator for the department. This employee coordinates the preparation of the Records Retention Schedule, reviews the schedule biennially and supervises retention and disposition of office records.

Records Series Title

The Records Series Title and Statement of Function or Purpose name and describe the records in a Records Series.

Status

The checkboxes in the Status field indicate whether or not the records series is:

New to the departmental schedule,

Transferred or to another University department, or

Discontinued.

If no checkbox is selected, no change is made to the records series.

OPR or OFM

OPR

OPR (Official Public Records) include:

Records required by state or federal law.

Records of legal transactions, e.g., receipts, contracts.

Records used in fiscal/financial audits, e.g., Effort Certification.

OFM

OFM (Office Files and Memoranda) include all other records including copies of Official Public Records. Most records are OFM.

Location of Other Copies

This column identifies the location of other copies of the records series. An asterisk (*) identifies the office holding the official record for the University for that records series. This column may be blank.

Cutoff

The retention period begins at cutoff.

If a cutoff were FY (fiscal year) and the retention period were two years, the Records Series would be collected through the current fiscal year and retained for two more fiscal years.

Common Cutoff Acronyms

Calendar year CY

Fiscal year FY

Final payment of contract FPOC

Last record disposed of LRDO

Month MO

Quarter QTR

Semiannual SA

Termination of contract TOC

Termination of employment TOE

Until superseded US

Retention Periods

The Retention Period is the minimum period that the records must be kept after cutoff. Administrators may keep records longer.

Disposition Authority Number

The State Records Committee assigns a Disposition Authority Number (DAN) when a records series is approved for retention and disposition.

Remarks

Archival Records

If the University Archivist determines that a Records Series may have long-term historical value, the Records Officer indicates "Potential Archives" in this column. Records coordinators are to arrange to transfer such records to University Archives after the retention period has elapsed. Contact Manuscripts, Archives, and Special Collections (MASC) for assistance; telephone 335-6691. See also 90.02.

Essential Records

University departments are responsible for identifying and protecting essential records needed during an emergency and for the reestablishment of normal operations afterwards. If a record series is identified by a department as being required for the department to resume operations after a disaster or emergency, "essential" is indicated in this column. If lost or destroyed, re-creation of essential records can be both costly and time consuming, if not impossible. Refer to 90.15 for the complete essential records policy.

Biennial Review Process

Each University department is responsible for reviewing the departmental Records Retention Schedule at least once every two years to ensure that the schedule is complete and current (WAC 434-626-020). To facilitate this review process, Procedures, Records, and Forms biennially notifies the department of review requirement.

The department records coordinator reviews the schedule with appropriate departmental officials. The department responds to Procedures, Records, and Forms by electronic mail or completes and mails a Retention Schedule Review form to Procedures, Records, and Forms at mail code 1225. If changes are required, the Records Officer prepares a draft schedule as indicated above.

Print the PDF master form on 90.01.8 to obtain blank copies of the Retention Schedule Review.

RETENTION FACTORS

The department is responsible for securely maintaining the records for the retention period indicated on the retention schedule.

Safety/Confidentiality

The department's responsibility includes ensuring the physical safety of the records, as well as ensuring that confidential records are protected from inappropriate or illegal release. See 90.05 for more information about release of confidential records.

Electronic Records

Electronic records must be retained in electronic format and remain usable, searchable, retrievable, and authentic for the designated retention period. Printing and retaining a hard copy is not a substitute for retention of the electronic version. (WAC 434-662-040)

Permanent Retention

Few records are worth preserving forever. The Records Committee rarely approves retaining a Records Series permanently.

Superseding Retention Schedule

If an audit, legal action, or public records request is in progress, related records may not be disposed of even when authorized by the retention schedule. See 30.12 and 30.14 regarding audits. See 90.05 regarding public records requests. See 90.12 regarding litigation holds.

Inactive Records Storage

After records are no longer regularly accessed, departments should move the records from active files in file cabinets or computers to inactive storage locations. For inactive storage, paper records may be placed in archive boxes available from University Stores, order number 3094.

Digital records may be moved to offline storage.

An inactive storage location should be secure from unauthorized access, as well as provide protection from physical damage, e.g., from vandalism, water, fire.

Space

At WSU Pullman, if acceptable space is not available to store inactive records for the required retention period, route a written request for storage space to Space Management in Capital Planning and Development; mail code 3611; telephone 335-8456.

RECORDS DISPOSITION

An approved records schedule provides authorization to archive or to dispose of University records. (RCW 40.14.060)

After records have been stored for the complete retention period, the records coordinator either sends the records to University Archives or disposes of the records. If the records are to be disposed of, the records coordinator either destroys or recycles the records.

Recycling

Many records may be recycled in accordance with University recycling procedures. See 80.80.

Confidential Records

If the records are confidential, reduce them to an illegible condition to prevent undesirable or illegal disclosure. (WAC 434-640-020)

Definition

Confidential records include records that are exempt from public disclosure. See 90.05, 90.06, and 90.07. Examples of confidential records include student files and patient files.

Paper Records Destruction

Generally, paper records are destroyed by shredding. Departments may shred records with a departmentally-owned shredders, hire a private shredding company, or have the records shredded by WSU Waste Management.

Facilities Operations Shredder

The Waste Management division of Facilities Operations at WSU Pullman operates a shredder and accepts confidential paper records for shredding. Contact Waste Management for information regarding use of the shredder and costs to departments; telephone 335-4530. Refer to the following website for related information:

http://facops.wsu.edu/Recycling/rec_recycling.htm

Private Shredding Company

Departments may obtain the services of a private shredding company. Contact Procedures, Records, and Forms for more information. Departmental personnel contact the private shredder and pay for the service by purchasing card (see 70.08) or by issuing a Department Order (see 70.07).

Nonpaper Records

Like paper records, confidential records in nonpaper media, e.g., microfilm, CDs, DVDs, hard drives, must be made illegible prior to disposal.

Such media must be physically destroyed or digital records must be securely deleted with a suitable software program. Any electronic destruction method must include at least a three-pass binary overwrite. Contact Procedures, Records, and Forms for assistance with locating deletion software.

Surplus Computers

See 20.76 for procedures for removing data from hard drives of computers to be sent to Surplus Stores or sold to another University department.

See the PDF form:
90.01.8: Retention Schedule Review
Complete and/or print as needed.

All-University Records Retention Schedules
Schedule	Page Number (PDF version)
Administrative-- Executive Level Records (Dean and above)	90.01.9-10
Administrative--General Office Operations	90.01.11-14
Accounting/Fiscal Records	90.01.15-20
Information Services Records	90.01.21-25
Legal Files	90.01.26
Library Services Records	90.01.27
Mail Services Records	90.01.28
Payroll and Personnel Records	90.01.29=37
Property Management Records	90.01.38
Public Affairs and Public Disclosure Records	90.01.39-40
Purchasing Records	90.01.41-43
Records Management Files	90.01.44-45
Research and Sponsored Projects Records	90.01.46-48
Safety Records	90.01.49-53
Security Records	90.01.54
Student Records	90.01.55-57
Travel Records	90.01.58

90.02_Archival_Services.htm

version 0 ([revision_count] revisions)

Posted on January 06,2014 by jeremy.bass

RECORDS
90.02
REV 1-01
Manuscripts, Archives, and Special Collections
335-6691 PDF link

ARCHIVAL FUNCTION

University Archives collects, organizes, and preserves records and files which have potential administrative, legal, and historical research value.

WSU Archives is part of the WSU Library system in the Division of Manuscripts, Archives, and Special Collections. WSU archives are in Holland and Terrell Library; mail code 5610.

Researchers have controlled access to the archives collections.

Pre-Archival

The archives staff assess and designate records for potential archival value.

Administrative units transfer records and files to the University Archives based on the unit's Records Retention Schedule. Refer to 90.01.

Archives staff assist in transferring records or personal papers to Holland and Terrell Library; mail code 5610.

Archival and Post-Archival

The University Archivist administers the archives in accordance with the Washington State Public Records Law. (RCW 42.56)

The Archives staff perform the following services:

Assign a unique accession number to each installment of records transferred.

Organize the material, undertake appropriate preservation procedures, and prepare an inventory of the material transferred.

Provide the records coordinator in the office of origin with a copy of the inventory.

Provide a new inventory whenever further processing, resulting from the integration of multiple accessions from the same office, renders previously compiled inventories unwieldy or obsolete.

Provide controlled access and reference both to the campus and to the public.

POTENTIAL ARCHIVAL RECORDS

Records having potential archival value are those which document past decision, decision making, and legal precedent, as well as those documenting the University's history, development, and general achievements. Examples include:

University Records and Files

External correspondence documenting basic University operation such as planning, policy, decision making, or interdepartmental relations.

Campus correspondence documenting relationships with non-University agencies and individuals.

Annual reports.

Organizational information such as organization charts and delegation of responsibility.

Documentation of departmental development.

Committee records, minutes, agenda, reports, position papers, recommendations, and related correspondence.

Subject files, concerning single issues or special programs.

Documentation of conferences, conventions, institutes, and symposiums held on the University campus or in conjunction with University units.

Grant proposals and final reports.

Certain records that document compliance with laws and rules.

Departmental publications such as newsletters and brochures.

Tape recordings, films, and videotapes documenting University activities.

Photographs of personnel and facilities.

Personal and Professional Papers

Manuscripts, Archives, and Special Collections also collect, organize, and preserve the personal and professional papers of faculty and administrators.

Telephone:	509-335-7471
E-mail:	emergencymanagement@wsu.edu
Website:	http://oem.wsu.edu/

Business Hours:	509-335-5524 or 509-335-2252
Evenings and Weekends:	WSU Police at 509-335-8548
E-mail:	baf@wsu.edu

Activity	President	Provost	IP	OGRD	Finance and Administration	Budget Office
Global Learning affiliation		✓	✓		✓
Student exchanges using standard template		✓	✓
Unusual student exchanges		✓	✓		✓
Faculty exchanges		✓	✓	X*		✓
English language training using standard template		✓	✓
Unusual English language training using standard template		✓	✓		✓
Faculty-led study abroad		✓	✓		✓	=✓
Joint degree programs		✓	✓		✓	✓
Internships		✓	✓		✓
International research and development grants/contracts		X	X	✓	X
Memorandums of Understanding	✓	✓	✓			✓
International recruiting agent agreements		✓	✓		✓	✓
Sponsored student exchanges		✓	✓		✓
✓ Required Approval X Possible Approval (Contact International Programs for further clarification) * If extramural funding is involved in the exchange or internship.

Small envelopes (5"x11.5")	Item number 3194
Large envelopes (10"x13")	Item number 3193

Call Type:	Placed By:
Extension	Direct dial
Auth Code	Authorization code
Calling Card	Calling card
Aicent	Remote Internet service

Spokane Coordinator	358-7681
ICN Spokane Coordinator	324-7321
Tri-Cities Coordinator	372-7275
Vancouver Coordinator	546-9591

Campus	8 a.m - 5 p.m.	After Business Hours
Pullman	335-3355	335-3355
Spokane	358-7685	358-7500
ICN Spokane	324-7321	324-7321
Tri-Cities	372-7334	372-7334
Vancouver	546-9770	546-9770
Other Research and Extension Units	335-3355	335-3355

Correct	Incomplete
1920 NE TERRE VIEW APT 123	Campus Commons N
1405 NE MERMAN DR APT 123	Campus Commons S
1540 NE MERMAN DR APT 100	North Campus Heights
1560 NE MERMAN DR APT 200	North Campus Heights
1580 NE MERMAN DR APT 301	North Campus Heights
1400 NE VALLEY RD BLDG K4	Kamiak Apts
1630 NE VALLEY RD APT W204	W204 Steptoe Vlg
710 SE CHINOOK DR APT Q48	Q48 Chinook Vlg
2025 NE TERRE VIEW DR APT L31	L31 Chief Joseph Vlg
1401 NE MERMAN DR APT 102	102 Terrace

Interdepartmental Address	U. S. Postal System Address
Department of Geology Mail Code 2812	DEPARTMENT OF GEOLOGY WASHINGTON STATE UNIVERSITY PO BOX 642812 PULLMAN WA 99164-2812
	NOTE: WSU Pullman departmental addresses include a PO box. The PO box number is comprised of a leading 64 followed by the mail code.


Invention Ownership	Description
WSU	Produced by WSU inventor within the scope of employee duties.
WSU	Produced with WSU equipment, supplies, utilized WSU facilities, or arising from research funded by grants to or funds of the University. (Minor or incidental use may not constitute WSU ownership. Ownership determination is made by the Intellectual Property Committee in such cases.) See also 30.15.
WSU	Produced by WSU inventor. The invention relates directly to University business or to WSU's actual or demonstrably anticipated research or development.
WSU	Produced by WSU inventor using WSU confidential or research trade secret information.
WSU	Ownership rights released to WSU by an inventor or outside party by written agreement.
Split	Produced by WSU inventor partially or wholly with WSU equipment, supplies, facilities, or trade secret information and the Intellectual Property Committee has determined that it would be unfair to determine that the property is wholly owned by either WSU or the inventor.
Student	Produced by WSU student and none of the above criteria apply to invention development.
Employee	Produced by WSU employee on own time and none of the above criteria apply to invention development. (RCW 49.44.140)
Employee	Ownership rights released to WSU employee by WSU or extramural sponsor by written agreement.
Outside Party	For outside party ownership rights, see the Faculty Manual, Section IV.G.2: Patent Policy--Sponsored Research.

Pint (200 proof):	University Stores #4025
Gallon (200 proof):	University Stores #4026
Five Gallon (200 proof):	University Stores #4027
Bulk (190 proof):	University Stores #4050

Location		Telephone	Hours
Compton Union Bldg.80		335-1647	7:30 a.m. to 9:00 p.m., Monday through Friday 9:00 a.m. to 6:00 p.m., Saturday 11:00 a.m. to 5:00 p.m., Sunday
	Summer Hours		7:30 a.m. to 5:00 p.m., Monday through Friday
Cooper Publications 40		335-3559	8:00 a.m. to 5:00 p.m., Monday through Friday
	Summer Hours		7:30 a.m. to 5:00 p.m., Monday through Friday
Holland and Terrell Libraries 120		335-8480	8:00 a.m. to 5:00 p.m., Monday through Friday
	Summer Hours		7:30 a.m. to 5:00 p.m., Monday through Friday

Miles	Charge Per Mile
1-25	$ 0.00
26-50	$ 0.00
51-100	$ 0.00
101-250	$ 0.50
251-500	$ 0.50
501-1000	$ 0.25
1001-2000	$ 0.15

Appendix #		Subject	Page
Appendix 1		Equipment requiring Item Evaluation	20.77.5
Contamination Hazards and Decontamination Procedures
Appendix 2		Biohazard contamination and decontamination procedures	20.77.6-7
Appendix 3		Chemical contamination and decontamination procedures	20.77.8-9
Appendix 4		Radioactive material contamination and decontamination procedures	20.77.10-11
Appendix 5		Hazardous components overview	20.77.12
	Appendix 5A	Asbestos-containing material-removal and disposal procedures	20.77.13-14
	Appendix 5B	Batteries and recycling procedures	20.77.15
	Appendix 5C	Compressed gases-handling and release procedures	20.77.16-17
	Appendix 5D	Lasers-handling, transfer, and sale procedures	20.77.18
	Appendix 5E	Mercury-containing devices-handling and spill procedures	20.77.19-20
	Appendix 5F	PCB-containing materials-handling, and spill procedures	20.77.21-22
	Appendix 5G	Radiation machines and radiation sources-handling and clearance procedures	20.77.23-24
	Appendix 5H	Other known or recognized hazards	20.77.25

CYCLIC-YEAR MEMORANDUM
(Date the cyclic-year letter at least 15 calendar days prior to beginning of the cyclic year.)
TO:	(Employee Name; include WSU ID Number and Position Number)
FROM:	(Supervisor's Name, Department)
SUBJECT:	Periods of Leave Without Pay for Your (number of months in the cycle) Month Cyclic-Year Appointment
The annual cycle for your position begins (Indicate the dates of the cyclic year, e.g., begins August 1 and ends July 31.) of each year. Your scheduled days of leave without pay this year are: (Specify the dates of the leave without pay periods, for example August 1, 2005 through August 31, 2005 and June 1, 2005 through July 31, 2005.) During any scheduled periods of leave without pay, you may be offered additional work on an extended cyclic year appointment. If you work for another department on an hourly basis during your scheduled leave without pay period, you will accrue annual leave and sick leave after including the additional work, unless you have 11 or more full days of LWOP for the month. Direct questions about unemployment compensation to the Washington State Department of Employment Security. If you have questions about this schedule of leave without pay, please contact me.
cc:	Human Resource Services Payroll Services Position Control

MEMORANDUM
(Date)
TO:	(Employee)
FROM:	(Supervisor's Name and Department)
SUBJECT:	(Offer of Additional Employment During Cyclic-Year LWOP Period)
This is an offer of additional employment during the period of scheduled leave without pay in your cyclic-year appointment. This employment begins (Specify the dates, e.g., June 1, through June 4, 2005). Please circle your response, sign, and return this offer to me within three days. I (do/do not) accept this offer of additional employment.
_________________________________ Signature		______________ Date
cc:	Human Resource Services

CIVIL SERVICE ENTRY EMPLOYMENT
Type of Action	Step	Periodic Increment Date	Six Month Probation Required
Appointment of new employee	The minimum step in the salary range of the designated classification. (*See footnote below.)	Periodic increment date is based on the appointment day. If the appointment occurs on or before the 15th day of the month, the periodic increment date is six months from the first of the month; if the appointment occurs on or after the 16th day of the month, the periodic increment date is six months from the first of the following month.	Yes
Appointment of employee with previous state service (Break in service)	The minimum step in the salary range of the designated classification. (*See footnote below.)	Same rules as appointment of new employee.	Yes
Probationary to permanent	A two-step increase if entry was the minimum salary step. (*See footnote below regarding appointment above the minimum step.)	Periodic increment date is established at the time of appointment.
Appointment from layoff list	Employee is placed at same salary equal to the employee's base salary at time of layoff, not to exceed the salary range maximum.	Employee receives new PID if appointed to a position with a different salary range maximum. If the base salary is set above the minimum, the periodic increment date is 12 months from the date of appointment.	Transition review period may be required. (WAC 357-46-110)
Appointment from statewide layoff list	Employee is placed at same salary range equal to the employee's base salary at time of layoff, not to exceed the salary range maximum.	The same as a WSU appointment from layoff list.	Transition review period may be required. (WAC 357-46-110)
*Appointment above minimum step: Human Resource Services (HRS) may authorize an initial starting base salary above the entry level of the assigned salary range, not to exceed the top step of the range. The appointing authority submits a memorandum to the Director of Human Resource Services and the University's designated Personnel Officer (in accordance with RCW 41.06.510) providing the justification to appoint an employee above the minimum step. (Contact HRS at WSU Pullman regarding the current designated Personnel Officer.) For an employee whose base salary is set above the minimum, the periodic increment date is 12 months from the date of appointment.

CHANGES IN CLASSIFICATION OR POSITION
Type of Action	Step	Periodic Increment Date	Trial Service Required
Promotion	A two-step increase unless the first step of new range is more than two steps above employee's current salary in which case employee is placed at first step of the new range.	Periodic increment date (PID) is six months from the date of appointment if the employee was appointed to the minimum step of the salary range. PID is 12 months from the date of appointment if the employee is appointed above the minimum step in the salary range. If promotion occurs on or before the 15th day of a month, the new periodic increment date will be the first of the month; if promotion occurs on or after the 16th day of a month, the new periodic increment date will be the first of the following month.	Yes
Elevation -- Promotion of employee to a higher class in which the employee previously held permanent status	Follows promotional rules. (See above.)	Follows promotional rules. (See above.)	Yes
Reallocation of position to class with higher salary maximum	A two-step increase unless the first step of new range is more than two steps above employee's current salary in which case employee is placed at first step of the new range.	Periodic increment date (PID) does not change.	No; provided employee has performed higher level duties for at least six months.
Reallocation of position to class with lower salary maximum	Employee is placed at step in new range that is equivalent to current salary unless it exceeds the salary maximum, in which case the employee receives the top step of the new range.	Periodic increment date (PID) does not change.	No; employee retains appointment status. (WAC 357-13-090)
Trial service reversion after promotion, transfer, or elevation	If returned to a previous classification, the employee is placed at the step in the salary range which she/he would have held if no promotion or transfer had occurred, including any salary increase which would have been received during that period. If employee is placed in a class that has the same or lower salary range maximum, employee is placed at the same salary equal to the employee's previous base salary, not to exceed the salary range minimum.	If the employee is reverted to a position with a different salary range, the periodic increment date (PID) is set six months from the effective date of the reversion. If the employee is reverted to a position with the same salary range, the employee's PID is not reset.	No; unless a trial service existed in the previous appointment in which case the employee resumes the trial service period, or unless the employee is placed in a position which is not closely related.
Trial service reversion following voluntary demotion	If employee is placed in a class that has the same or lower salary range maximum, employee is placed at the same salary equal to the employee's previous base salary, not to exceed the salary range maximum.	If the employee is reverted to a position with a different salary range, the periodic increment date (PID) is set six months from the effective date of the reversion. If the employee is reverted to a position with the same salary range, the employee's PID is not reset.	No; unless a trial service existed in the previous appointment in which case the employee resumes the trial service period, or unless the employee is placed in a position which is not closely related.
Layoff to class in which employee has permanent status	Employee is placed at the same salary equal to the employee's previous base salary, not to exceed the salary range maximum.	No change.	Transition review period may be required. (WAC 357-46-110)
Layoff to class in which employee does not have permanent status	Employee is placed at the same salary equal to the employee's previous base salary, not to exceed the salary range maximum.	No change.	Yes
Voluntary demotion to class in which employee has held permanent status	Employee is placed at the same step in the new range as she/he holds in the current range; however, an appointing authority may petition Human Resource Services to appoint the employee at a higher step in the range, not to exceed the salary range maximum.	Periodic increment date (PID) is six months from the date of appointment if the employee was appointed to the minimum step of the salary range. PID is 12 months from the date of appointment if the employee is appointed above the minimum step in the salary range. If voluntary demotion occurs on or before the 15th day of a month, the new periodic increment date will be the first of the month; if voluntary demotion occurs on or after the 16th day of a month, the new periodic increment date will be the first of the following month.	No; unless employer determines the positions are not closely related, then a trial service period may be required.
Voluntary demotion to class in which employee has not held permanent status	Employee is placed at the same step in the new range as she/he holds in the current range; however, an appointing authority may petition Human Resource Services to appoint the employee at a higher step in the range, not to exceed the salary range maximum.	Periodic increment date (PID) is six months from the date of appointment if the employee was appointed to the minimum step of the salary range. PID is 12 months from the date of appointment if the employee is appointed above the minimum step in the salary range. If voluntary demotion occurs on or before the 15th day of a month, the new periodic increment date will be the first of the month; if voluntary demotion occurs on or after the 16th day of a month, the new periodic increment date will be the first of the following month.	Yes
Disciplinary demotion	Established by Director of Human Resource Services.	No change.	No; unless employer determines the positions are not closely related, then a trial service period may be required.
Transfer	Employee is placed at the same step in the new position that she/he holds in the current position.	No change.	No; unless employer determines the positions are not closely related, then a trial service period may be required.
Trial service to permanent	A two-step increase unless increase would exceed salary range maximum.	A periodic increment date is established at the beginning of the trial service period.

TRANSFERRING TO WSU EMPLOYMENT FROM OTHER STATE EMPLOYMENT
Type of Action	Step	Periodic Increment Date	Trial Service Required
Interinstitutional and interagency promotion	Employee is placed in the same step in the new position as he/she would be placed for a promotion within the WSU system.	The same as a WSU promotion.	Yes; even if the employee held permanent status at another institution.
Interinstitutional and interagency transfer or voluntary demotion	The same as any WSU appointment.	The same as a WSU transfer or voluntary demotion.	Yes; even if the employee held permanent status at another state agency.
Trial service to permanent after institutional or intersystem movement	Receives increase on PID.	Does not change.

Employee Assistance Program Washington Building, Room G60 Pullman, WA 99164-2302 509-335-5759 http://www.eap.wsu.edu/		Human Resource Services French Administration, Room 139 Pullman, WA 99164-1014 509-335-4521 http://www.hrs.wsu.edu/
WSU Counseling and Testing Services 280 Lighty Student Services Pullman, WA 99164-1065 509-335-4511 http://counsel.wsu.edu/		Regional Human Resource Services Spokane: 509-358-7740 Tri-Cities: 509-372-7302 Vancouver: 360-546-9587
Women's Resource Center Wilson Hall, Room 8 Pullman, WA 99164-4005 509-335-6849 http://women.wsu.edu/		U.S. Dept. of Education, Office for Civil Rights Federal Office Building 915 Second Ave Room 3310 Seattle, WA 98174-1099 http://www.ed.gov/ocr/
WSU Police Public Safety Building Pullman, WA 99164-7300 509-335-8548 For Emergencies: Dial 911		U.S. Equal Employment Opportunity Commission Federal Office Building, 909 First Ave Suite 400 Seattle, WA 98104-1061 http://www.eeoc.gov/
Alternatives to Violence of the Palouse, Inc. (208) 883-HELP or (509) 332-HELP-24 hour crisis line. Collect crisis calls accepted.
Moscow, ID Office 627 N. Van Buren PO Box 8517 Moscow, ID 83843 208-882-2490; Fax: 208-883-1041 ATVPMoscow@turbonet.com		Pullman, WA Office 1125 NW Nye, Suite A PO Box 37 Pullman, WA 99163 509-332-0552; Fax: 509-332-3314 Home@atvp.org
Washington State Human Rights Commission
Olympia Headquarters Office (for complaints from Western Washington and the Olympics, including, Pierce, Thurston, Clark, Lewis, Grays Harbor, and Kitsap Counties) 711 South Capitol Way, #402 PO Box 42490 Olympia, WA 98504-2490 360-753-6770 Seattle District Office (for complaints from Central and North Puget Sound, including King, Snohomish, Skagit, San Juan Islands, and Whatcom Counties) Melbourne Tower #921 1511 Third Ave. Seattle, WA 98101-1626 206-464-6500 Spokane District Office (for complaints from Eastern Washington, including Spokane, Whitman, Okanogan, Lincoln, Ferry and Stevens County) Rock Point Plaza III 1330 North Washington Street, Suite 2460 Spokane WA 99201 509-568-3196

EXAMPLE	PDF Version PAGE
Changing the "Earned Distribution"	40.35.8
New Account and Cost Sharing	40.35.9
Clerical Departmental Administration	40.35.10
Departmental Administration	40.35.11
Cost Sharing (On- and Off-Campus)	40.35.12
Fund 143	40.35.13
Cost Sharing—Added Account	40.35.14

Province	Abbreviation
Alberta	AB
British Columbia	BC
Manitoba	MB
New Brunswick	NB
Nova Scotia	NS
Northwest Territory	NT
Ontario	ON
Prince Edward Island	PE
Quebec	PQ
Saskatchewan	SK
Yukon Territory	YT
Newfoundland	NF

State Abbreviations
AL	Alabama	IL	Illinois	NH	New Hampshire	UT	Utah
AK	Alaska	IN	Indiana	NJ	New Jersey	VT	Vermont
AZ	Arizona	IA	Iowa	NM	New Mexico	VA	Virginia
AR	Arkansas	KS	Kansas	NY	New York	VI	Virgin Islands
CA	California	KY	Kentucky	NC	North Carolina	WA	Washington
CZ	Canal Zone	LA	Louisiana	ND	North Dakota	WV	West Virginia
CO	Colorado	ME	Maine	OH	Ohio	WI	Wisconsin
CT	Connecticut	MD	Maryland	OK	Oklahoma	WY	Wyoming
DE	Delaware	MA	Massachusetts	OR	Oregon
DC	District of Columbia	MI	Michigan	PA	Pennsylvania
DC	District of Columbia	MN	Minnesota	PR	Puerto Rico
FL	Florida	MS	Mississippi	RI	Rhode Island
GA	Georgia	MO	Missouri	SC	South Carolina
GU	Guam	MT	Montana	SD	South Dakota
HI	Hawaii	NE	Nebraska	TN	Tennessee
ID	Idaho	NV	Nevada	TX	Texas

Date	Description	Purchases	Reimbursements	Balance
9/9/81	Beginning balance			$50.00
9/12/81	Pullman Radio-TV	$ 5.00		$45.00
9/23/81	NW Mountain Sports	$10.00		$35.00
9/30/81	UPS	$ 7.00		$28.00
10/4/81	Reimbursement		$22.00	$50.00

Definition	Code
Private persons or businesses	0
Federal government	1
State of Washington agencies (except WSU)	2
Other foreign, state, or local governments	3

High Cost Areas						All Other Areas
Breakfast	13.00	14.00	15.00	16.00	18.00	11.00
Lunch	15.00	17.00	18.00	20.00	21.00	14.00
Dinner	23.00	25.00	28.00	30.00	32.00	21.00
TOTAL (daily meal rate)	$51.00	$56.00	$61.00	$66.00	$71.00	$46.00

Date	From	To	Depart	Arrive
July 24	Pullman	Chicago	2:00 p.m.
July 25
July 26
July 27	Official Travel Ends			5:00 p.m.
July 28
July 29	Official Travel Begins		1:00 p.m.
	Chicago	Pullman		8:00 p.m.

Example	Page
In-State Travel, High Cost	95.20.9
Out-of-State Travel, Travel Advance	95.20.10
High Cost, No Lodging	95.20.11
Out-of-State Travel, High Cost, Travel Advance	95.20.12
Multiple Trips, High Cost, Annual Leave, etc	95.20.13-14
Multiple Trips, Conference-Supplied Meal, High Cost	95.20.15-16
In-State Travel, High Cost, Reimbursement Limit	95.20.17
Foreign Travel, High Cost	95.20.18
Foreign Travel, High Cost	95.20.19
Student Travel	95.20.20
Applicant Travel	95.20.21

Obj	Expenditure Type	Definition
00	Salaries	Salaries are amounts paid to individuals rendering services as employees under regular full- or part-time appointments.
01	Wages	Wages are amounts paid to individuals who render services as employees and who do not hold regular full- or part-time appointments. Basis of pay is usually hourly or piecework effected by means of temporary employment.
02	Personal Services Contract	A personal services contract is an agreement with an independent contractor for the rendering of personal services to the University. See 70.50.
03	Goods and Services	Goods and services include the following: Purchases of services rendered to the University under express or implied contract (except object 02), typically consisting of both labor and materials. Purchases of commodities ordinarily consumed or expended within one year. Equipment items with a unit cost of less than $5000, regardless of funding source other than those required as object 16. See below. For assistance with goods and services object coding see also the tables below.
04	Travel	Travel costs are: The cost of contractual services in connection with carrying persons from place to place; Furnishing of accommodations incident to actual travel; and Other expenses necessitated by travel. The definition of travel costs excludes operating and maintenance costs of Motor Pool.
05	Computer Services	Computer services are charges by Information Services (IS) for: Mainframe computer usage; Data storage; Teleprocessing line charges; Data preparation; and Bursting and decollating reports. Some computing services are merely pass-through charges for ITS and are charged to object 03. These include education and training, systems analysis, programming. and scanning.
06	Equipment--Capitalized	Capitalized equipment consists of movable items which have all of the following characteristics: A life expectancy of one year or more; A first cost or initial value of $5000 or more, regardless of funding source; and An identity which does not change with use. For assistance with goods and services object coding see also the tables below.
	Included	In addition to the above characteristics, the definition of capitalized equipment includes the following: Fabricated materials for equipment if the items meet the criteria indicated above. Accessories or attachments are equipment if the original item was considered equipment and if the attachments or accessories are not replacements for worn out or damaged parts and can only be used with that piece of equipment.
	Excluded	The definition of capitalized equipment excludes the following: Replacement parts; Glass or rubber products; Rented equipment (unless purchased under lease purchase contract); Animals (except breeding stock).
07	Employee Benefits	Employee benefits are contributions to and expenses of: Retirement plans; Pensions; Health insurance plans; Medical aid; Other insurance; and Other allowances and benefits in addition to or in lieu of regular salary payments. The employee benefits object code excludes costs paid by employee.
08	Grants and Subsidies	Grants and subsidies are amounts expended for subsidies to individuals, e.g., scholarships and fellowships, prizes and awards, room and board, loans, and stipends.
11	Telephone Equipment Rental	Telephone equipment rental expenses are payments for the installation and rental of telephone systems, switchboards, and accessories.
13	Facilities and Administrative Costs	Facilities and administrative costs are amounts charged to accounts (normally in programs 11-14 inclusive) representing general University overhead applicable to the conduct of activity recorded in the account.
15	Merchandise for Resale	Merchandise for resale costs are amounts expended for the acquisition of merchandise purchased for resale, including purchase costs, freight-in costs, and inventory adjustments less returns and discounts. The merchandise for resale object code is to be used only for proprietary funds (4XX, 5XX series). For all other funds, departments must use the object-subobject code 03-BM (supplies for resale).
16	Equipment--Noncapitalized	Noncapitalized equipment consists of assets that do not meet the University's capitalization policy but are subject to special property control: Laptop computers, weapons, or licensed vehicles, regardless of funding source; A life expectancy of one year or more; A first cost or initial value of less than $5000; An identity which does not change with use. For assistance with goods and services object coding see also below.
18	Prior Year Carry Forward	This object code is used as an offset when allocating prior year balance-forward accounts (object 19) to operating budgets in the current year budget.
19	Prior Year Balance Forward	This object code is used to bring forward the net balance from a prior fiscal year.

STATE FUNDS AND OTHER FUNDS NOT SUPPORTED BY GRANTS AND CONTRACTS Object Codes for Goods, Services, and Equipment
Select Object #	Item Description	Cost
03	Consumables, parts for inventoried equipment, services	any amount
03	Software licensed for one year or less	any amount
03	Software licensed for more than one year	less than $5000
03	Equipment (except for laptop computers, weapons, licensed vehicles)	less than $5000
06	Equipment, regardless of funding source	more than $5000
06	Software licensed for more than one year	more than $5000
16	Laptop computers, weapons, licensed vehicles	less than $5000